As a B- Executive Assistant, the individual will be responsible for providing dedicated and efficient administrative support to executives based in the Wilmington, DE headquarters for the US Consumer Bank. The assistant will need to understand and plan all aspects of the day with accurate attention to detail, prioritizing effectively while dealing with a broad spectrum of tasks. This is an excellent opportunity for a polished and highly experienced Executive Assistant to gain exposure to the highest levels of management in the firm. The ideal candidate will portray themselves as highly proficient and professional at all times.
Key Accountabilities
Calendar management: Scheduling appointments, using judgement to prioritise internal and external meeting requests.
Organize colleague and client meetings and events as needed
Ensure adherence to people related activities in accordance with HR policies and procedures (i.e. Performance Appraisals, Year End processes, Mandatory Training, Leave of Absence, Talent Management, Colleague Development)
Arrange complex global and domestic travel, liaising with internal and external contacts for all bookings and meetings and arranging all required Visa and passports; ensuring detailed itineraries are prepared along with briefing packs.
Process expenses and vendor invoices.
Maintain records of correspondence for future reference; protect confidential/sensitive information.
Maintain departmental records, e.g. employee contact details and email distribution lists
Support ad hoc projects as required
Stakeholder Management and Leadership
Liaise with all levels of management and staff regarding a wide range of ongoing matters. Monitor, progress and ensure all actions and paperwork are coordinated to achieve deadlines
Establish & maintain strong relationships with stakeholders and their EAs to ensure positive interactions at all times.
Serve as back-up Executive Assistant for the Chief Marketing Officer of the US Consumer Bank.
Decision-making and Problem Solving
Ensure the executive is always in the correct place and on time with all relevant materials
Monitor phone calls and emails, taking necessary action personally or diverting to other areas, referring to the relevant executive only on essential matters.
Person Specification
5+ years experience working as a Executive Assistant in a Financial Services or highly regulated environment.
Basic Qualifications
Proficient in Outlook, PowerPoint, Teams, Word and Excel and comfortable using online tools.
Ability to work quickly and accurately and remain calm under pressure.
Proactive with a demonstrated ability to take initiative.
Assume ownership of tasks and projects, seeing them through to completion.
Exceptional organizational and multi-tasking skills - ability to prioritise and effectively manage a large volume of requests.
Resilient, highly organized and able to cope in fast-paced environment, being both flexible and able to work across a range of issues.
Excellent interpersonal skills. Energetic and enthusiastic.
Experienced using sound judgment to handle highly confidential information.