CIB-Executive Administrative Assistant Job Description

CIB-Executive Administrative Assistant Job Description

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Cib-executive administrative assistant provides high performing skill level in the use of MS Excel, Access, Outlook, Word and PowerPoint.

CIB-Executive Administrative Assistant Duties & Responsibilities

To write an effective cib-executive administrative assistant job description, begin by listing detailed duties, responsibilities and expectations. We have included cib-executive administrative assistant job description templates that you can modify and use.

Sample responsibilities for this position include:

Heavy International Travel which requires knowledge of world time zones, airline routings and fare structure, visa requirements, security concerns, Cross Border – FTC and the CIB Travel Policy
Travel - Coordinate travel arrangements (air, hotel accommodations and ground transportation) with travel agency
Travel – Coordinate international/domestic travel arrangements (air, hotel accommodations and ground transportation) with travel agency
Management and maintenance of confidentiality of personal information (frequent flyer travel numbers, personal travel preferences, professional contacts lists, professional contact maintenance, industry involvement preferences)
Coordinate travel arrangements domestic and international (air, hotel accommodations and ground transportation) utilizing our travel tools or CWT as needed
Coordinate travel arrangements domestic/international (air, hotel accommodations and ground transportation) with CWT travel
Coordinate complex travel arrangements, both domestic and international (air, hotel, ground transportation and other travel-related needs)
Travel - Coordinate travel arrangements and prepare detailed itineraries
Travel, Arranging Car Service, Setting up Telepresence Mtgs, Candidate Interviews
Extensive travel arrangements, sometimes requiring VISA applications

CIB-Executive Administrative Assistant Qualifications

Qualifications for a job description may include education, certification, and experience.

Education for CIB-Executive Administrative Assistant

Typically a job would require a certain level of education.

Employers hiring for the cib-executive administrative assistant job most commonly would prefer for their future employee to have a relevant degree such as Bachelor's and Collage Degree in Business, Administration, Executive Assistant, Technology, Administrative Assistant

Skills for CIB-Executive Administrative Assistant

Desired skills for cib-executive administrative assistant include:

General office procedures
Excel
MS Word
Compliance protocol helpful
Handling expenses
MS Outlook
Word
Calendar management
PowerPoint and Excel
Compliance protocol

Desired experience for cib-executive administrative assistant includes:

Mail duties (sorting, Fed Express)
Manage the calendars of the 2 Business Heads and work effectively with other administrators and meeting participants to efficiently and effectively schedule meetings
Coordinate staff onboarding and off boarding which includes requesting equipment setup and system access
Provide general support including photocopying, booking meeting rooms, ordering supplies
Provide general office management such as new hire and contractor on boarding /termination checklist arrangements
Respond to Emails / Telephone calls on behalf of manager’s

CIB-Executive Administrative Assistant Examples

1

CIB-Executive Administrative Assistant Job Description

Job Description Example
Our company is growing rapidly and is searching for experienced candidates for the position of cib-executive administrative assistant. Thank you in advance for taking a look at the list of responsibilities and qualifications. We look forward to reviewing your resume.
Responsibilities for cib-executive administrative assistant
  • Coordinate travel arrangements domestic/international (air, hotel accommodations and ground transportation)
  • Advanced, proactive calendar management, facilitating swift set-up of meetings and timely production/printing of hand-outs
  • Handle travel arrangements, domestic and international (air, ground, hotel, visa), adhering to company’s policies
  • Travel – Coordinate domestic and international
  • Travel – Coordinate heavy international
  • Calendar Management (Outlook) – Drive/maintain multiple calendars, coordinate conference rooms /audio and video calls
  • Finalize complex travel arrangements while adhering to the company’s policies and guidelines
  • Manage high volume of expenses in a timely manner and ensure accuracy
  • Maintain familiarity with internal systems and technology updates
  • Heavy Calendar Management/ Outlook - Schedule internal/external meetings and appointments
Qualifications for cib-executive administrative assistant
  • Coordinate all activities related to staff on boarding and off boarding, including general office management, such as new hire and contractor on boarding/termination checklist arrangements
  • Act as liaison and location lead to the management of record retention for the department
  • Manage calendar, handle meeting set up/physical logistics, conference call arrangements, and occasional special event planning
  • Work cooperatively with other administrative assistant in group, in positive partnership to back up each other smoothly
  • Handle regular activities without prompting and advise manager in advance any issues or delays
  • Client data management which includes
2

CIB-Executive Administrative Assistant Job Description

Job Description Example
Our innovative and growing company is hiring for a cib-executive administrative assistant. We appreciate you taking the time to review the list of qualifications and to apply for the position. If you don’t fill all of the qualifications, you may still be considered depending on your level of experience.
Responsibilities for cib-executive administrative assistant
  • Handle travel arrangements, domestic and international (air, ground, hotel, visa), while adhering to company’s policies
  • Process expenses and invoices in a timely manner
  • Department event planning – Client events and dinners, holiday parties, senior dinners
  • Expense Management – Concur
  • Maintain relationships with internal resources and external vendors
  • Provide shared phone coverage for a busy group, professionally fielding phone calls and redirecting as appropriate
  • Manage group calendar and maintain global team calendar, tracking meetings, events, vacations and general absences
  • Assist team with entries and maintenance of Dynamo (client database)
  • Manage and maintain distribution lists, collation and filling of approx
  • Support the San Francisco Prime Brokerage Client Service and Sales teams
Qualifications for cib-executive administrative assistant
  • Minimum 3 years’ experience as an executive administrative assistant (supporting high level MD /SVP)
  • Initiative and confidence to complete projects with limited supervision
  • Expense Management – Processing invoices and T&E expense claims for team members
  • Occassionally organize all aspects for offsite conferences and external events
  • Initiative, energy and confidence to complete projects with limited supervision
  • Coordinate meetings, conference calls, telepresence set up - internally and externally
3

CIB-Executive Administrative Assistant Job Description

Job Description Example
Our company is growing rapidly and is looking for a cib-executive administrative assistant. To join our growing team, please review the list of responsibilities and qualifications.
Responsibilities for cib-executive administrative assistant
  • Manage expense processing through Concur, reimbursement, personal amounts owing and account reconciliations
  • Partner with administrative assistants in managing overflow, and provide back-up coverage where necessary
  • Coordinate Semi-annual ABS Conferences
  • Back up admins when they are out of office
  • Invoices / Blanket PO’s
  • Client Conference Planning
  • Distribution lists
  • Client Conference Event Planning Skills – Organize, gather and enter details for upcoming client events / meetings / Town Halls / Group Management Meetings
  • Distribute incoming mail and faxes, prepare and send packages via mail, messenger and federal express, and note taking as needed
  • Strong ability to manage a calendar, often organizing meetings across product groups, regions and with internal and external clients
Qualifications for cib-executive administrative assistant
  • Compliance / Surveillance groups and licensing and Special reports , 23A
  • Exhibit a high degree of motivation, sense of urgency and professional demeanour
  • Responsible for the coordination and logistics of internal meetings
  • Maintain current organizational charts
  • Organize all aspects for offsite conferences and external events
  • Ability to work in an ever changing environment and to effectively handle multiple priorities with a calm, professional and willing attitude
4

CIB-Executive Administrative Assistant Job Description

Job Description Example
Our company is searching for experienced candidates for the position of cib-executive administrative assistant. Thank you in advance for taking a look at the list of responsibilities and qualifications. We look forward to reviewing your resume.
Responsibilities for cib-executive administrative assistant
  • Scribe minutes at leadership meetings and meetings of direct reports
  • Maintain inventory of supplies and order as needed
  • Coordinate seat assignments
  • Grant floor access and activate ID badge access
  • Use Global Absence Tracker
  • Update distribution lists
  • Submit facilities requests
  • Print and post H-1B Visa petitions
  • Strong ability to manage and handle demanding calendars, dealing with multiples and or urgent meeting conflicts, setting up of meetings and conference calls, internally and externally
  • Strong inter-personal and partnership skills, develop relationships with clients, peers, and stakeholder and front office personnel
Qualifications for cib-executive administrative assistant
  • Finance or business academic background from top schools is preferred
  • Quick/efficient/detailed/proactive/organized/clever
  • Recurring project/event coordination
  • Expense Management, compiling and submitting expense reports and invoices payment in a timely manner
  • Manage tasks in a confidential manner
  • Schedule demanding meetings
5

CIB-Executive Administrative Assistant Job Description

Job Description Example
Our company is looking for a cib-executive administrative assistant. If you are looking for an exciting place to work, please take a look at the list of qualifications below.
Responsibilities for cib-executive administrative assistant
  • Heavy Phones - Answer phones professionally, address issues or redirect as appropriate, and distribute messages in a timely manner
  • Expense Management (Concur) - Compile and submit expense reports in a timely manner
  • Prepare/edit spreadsheets and PowerPoint presentations
  • Strong ability to manage and handle demanding calendars, often organizing meetings across product groups, regions and with internal and external clients
  • Conference Event Planning Skills – Organize, gather and enter details for upcoming line of business events / trips / meetings / activities / group collaborations
  • Manage requests for printing, binding of materials for individual projects and re-occurring team meetings
  • Advanced/Proactive management of calendars
  • High volume email management
  • Client facing position, internal and external
  • Partner with peers in managing work overflow, and in providing back-up coverage
Qualifications for cib-executive administrative assistant
  • Strong interpersonal and communication skills, both written and oral, excellent telephone etiquette
  • Positive and professional under pressure with the flexibility to adapt to changing priorities in a deadline driven environment
  • Handle regular activities without prompting, and advise in advance on any issues or delays
  • Motivated, collaborative and willing to go the extra mile
  • Aptitude for a client facing role – Pleasant and courteous demeanor
  • Experience managing a busy executive calendar

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