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Company is a global leader in asset and wealth management services. The Asset & Wealth Management line of business serves institutional, ultra high net worth, high net worth and individual clients through its Asset Management and Wealth Management businesses. With client assets of $3.1 trillion and assets under management of $2.2 trillion, we are one of the largest asset and wealth managers in the world. (Assets as of Sept. 30, 2019.) Throughout its long and distinguished history, Asset & Wealth Management has been steadfastly committed to putting its clients' interests first. This fiduciary responsibility defines our relationship with clients and informs every decision we make on their behalf. The Asset & Wealth Management business is also guided by its strategic objective and business priorities.
We are seeking an Executive Administrative Assistant to strategically support the business with a variety of administrative tasks and key projects. This candidate must lead all initiatives from conception to completion. This individual will work behind the scenes to seamlessly execute on all deliverables.
The duties and administrative functions will require confidentiality, initiative, sound decision-making, independent judgment and the ability to escalate serious or unique problems to higher levels. This candidate must be driven by a first class goal to make a substantial and valuable impact to the firm.
The successful candidate will possess structure, attention to detail, quality focus, high energy and flexibility to a high-paced deadline driven organization. This individual will need to work well in a team environment, be able to represent the manager/group with professional courtesy and acumen, and deliver flawless work output. Your daily routine also includes interaction with various executive level internal clients across the lines of businesses. You will need to adapt procedures, processes and techniques to complete assignments in line with the department's activities and goals.
Maintain complex and detailed calendars
Screen incoming calls and determine the level of priority while using caution in dispensing information
Responsible for the coordination and logistics of both internal and external meetings
Arrange and coordinate complicated domestic and international travel
Organize all aspects for offsite conferences and external events; including catering and transportation
Expense Management – Processing invoices and T&E expense claims for team members. Ensure all policies are followed and items are processed within provided guidelines. Subject matter experts for policies and procedures
Assist with staff onboarding and off boarding which includes requesting equipment setup and system access
Produce high quality emails and messages to individuals at all levels of the organization
Maintain current organizational charts and Executive Bio’s for the Segment/Region Head
Handle regular activities without prompting, and advise in advance with issues or delays
Assist in editing spreadsheets and presentations including printing and binding for client meetings
Work cooperatively with administrative assistants team, in positive partnership to back up each other smoothly
Lead and coordinate in adhoc projects as requested
Strong interpersonal, written, and oral communication skills
Strong proficiency in Microsoft Office
Strong PC skills (proficient knowledge of MS Outlook, Word, Excel, and PowerPoint)
Effective interpersonal skills
Superior oral and written communication skills
Excellent telephone etiquette and ability to manage competing priorities i.e. calendar management
Advanced ability to organize
Tact and good judgment in confidential situations and proven experience interacting with senior management
At least five years of administrative experience ideally supporting at the Managing Director level (or equivalent) or above
College degree is a plus
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