Administrative Assistant
TITLE: Administrative Assistant
DEPARTMENT: Executive Office
LOCATION: New York, NY
FLSA STATUS: Exempt
SALARY: $75K
JOB SUMMARY:
The Administrative Assistant (AA) is a member of the Executive Office and reports jointly to the Chief Operating Officer (COO) and Chief Risk Officer (CRO). The AA is responsible for providing executive administrative support to the CRO and COO. The role entails professional handling of administrative assignments requiring high discretion and confidentiality. The position is also responsible for our bank's day-to-day general administration and office management. Successful candidates must be able to work in a highly fast-paced environment, requiring a high degree of independent judgment and a people person. The incumbent of this position shall be responsible for adhering to the provisions stated in the Employee Accountability Policy Statement.
ESSENTIAL FUNCTIONS & ACCOUNTABILITIES:
a. Administrative Assistant
Accountable for job performance actions, which includes decision(s) impacting position responsibilities conforming to the bank’s risk appetite and tolerance levels as articulated in the bank's Risk Appetite & Tolerance Framework, mitigating violations or breaches to the bank’s risk appetite in the exercise of their empowerment and the achievement of desired job performance outcomes as directed by Management.
Schedules and coordinates meetings on behalf of the CRO & COO team
Prepare confidential business reports, presentations, and executive briefs for the CRO & COO.
Prepares agendas, attends, and takes minutes; communicates action points to stakeholders and prepares status updates; Prepares presentations for the COO & CRO; and contributes to discussions as appropriate.
Maintains a library of documents and maintains document retention storage, coding, retrieval, and destruction oversight for the CRO & COO.
Assists in the preparation of organizational documents
Assists in the preparation of research and surveys.
Answers telephone calls, coordinates travel arrangements, updates calendar, opens and sorts mail, processes billing, and performs other administrative responsibilities as requested.
Assist the CRO & COO with ad hoc personal tasks.
Complies with all legal and regulatory requirements, adheres to the Bank’s Code of Conduct, attends scheduled training, and reports any known or suspected violations of the Code of Conduct to Management.
b. Facility Management
Facility Management with the landlord, vendors, and contractors to ensure a safe working environment for staff. This includes reviewing contracts, scheduling repairs and maintenance, and ensuring office improvements when required.
Initiate processes and systems to make the day-to-day running of the office mor efficient/effective.
Work with external vendors to ensure that contracts are updated and pricing is competitive.
c. Travel & Logistical Services
Responsible for all logistical and business travels-Works with travel agents and the company’s Corporate Services to ensure all travel is carried out per the bank’s policy.
Work with local embassies to ensure visas are in place when applicable.
Ensure smooth transitions for staff transfers, including hotel and ground transportation.
d. Procurement & Inventory Management
Fulfills all stationery and supplies functions (ordering/distribution and vendor interaction)
Fulfills all Archival Records Maintenance Functions (retrieving/sending boxes to/from archives)
Fulfills all Outgoing Mail functions (logging/postage/End of Day Proof)
Logs and distributes mail when needed (courier and US Mail)
Maintains Messenger Service function (arranging pick-ups/deliveries& maintaining log when needed
Others:
Designated backup for the Front Desk
Fulfills other responsibilities as assigned, including special projects.
Organize company events such as Christmas/End of year functions and TGIF events.
Manages various departmental correspondence, including internal and external.
Other duties may be assigned like the above consistent with the knowledge, skills, and abilities required for the position.
MINIMUM QUALIFICATIONS:
Bachelor’s degree in Administration, Business, or a related field
Exceptional attention to detail
Five years of experience working as an Office Administrator in a fast-paced environment.
Five plus years of administrative experience
High proficiency in Microsoft Office, including PowerPoint, Excel, etc.
Demonstrated ability to conduct research and analysis.
Excellent writing and oral communication skills
Ability to work with minimal supervision.
Must be discreet and treat their work as confidential.