Administrative Assistant
New York, New York
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Job Description:
This job is responsible for providing diverse and confidential administrative support, including extensive calendar management. Key responsibilities include supporting management with administrative tasks, coordinating travel arrangements, processing expenses, gathering and reporting information relevant to/for the executive, and responding to incoming mail. Job expectations may include assisting with organizing in-person meetings and off-sites and managing different and conflicting objectives, projects, or activities in a responsive and personable manner.
Responsibilities
Report directly to a senior-level executives of the organization
Liaise and coordinate communications and meetings with internal and external stakeholders including C-suite executives e.g. CEOs, CFOs, CROs, government officials etc.
Proactively manage calendar for senior executives and team, anticipate necessary background material, and effectively resolve conflicts that arise in a professional manner
Answer phone lines, which entails taking accurate messages and handling calls with appropriate judgment
Manage several different objectives, projects and/or activities simultaneously
Use the online and phone travel system to schedule travel arrangements (both domestic and international)
Maintain client contact list and schedule routine follow-ups with senior executive clients as needed
Prepare / assemble briefing memos for meetings including interfacing with stakeholders across the enterprise to receive information
Manage workflow reporting across various projects and prepare dashboard reporting for senior executives and team
Must sit in New York and follow the Workplace Excellence guidelines of 2 work from home days per month
Qualifications necessary
Min 5 Years' administrative experience with a financial institution supporting senior level management
Exceptional communication skills, both verbal and written, with the ability to build relationships and effectively communicate with internal teams and executive level management to gather and convey relevant information
Polished and professional in phone and email communications
Excellent time management, organization, and multi-tasking skills
Exceptional analytical, problem-solving and organizational skills
Advanced computing knowledge: Outlook, Word, Power point, OneNote and Excel
Team player with exemplary work ethic that thrives in a fast-paced environment
Ability to interact with senior management under highly demanding conditions
Strong attention to detail, ability to work effectively under pressure and time constraints
Ability to work between 8am - 6pm and on-call during outside business hours when executive is traveling or has critical business needs
Professional, positive, calm under pressure and resilient
Shift:
1st shift (United States of America)
Hours Per Week:
40
Bank of America and its affiliates consider for employment and hire qualified candidates without regard to race, religious creed, religion, color, sex, sexual orientation, genetic information, gender, gender identity, gender expression, age, national origin, ancestry, citizenship, protected veteran or disability status or any factor prohibited by law, and as such affirms in policy and practice to support and promote the concept of equal employment opportunity, in accordance with all applicable federal, state, provincial and municipal laws. The company also prohibits discrimination on other bases such as medical condition, marital status or any other factor that is irrelevant to the performance of our teammates.
View your "Know your Rights (https://www.eeoc.gov/sites/default/files/2023-06/22-088\EEOC\KnowYourRights6.12.pdf) " poster.
View the LA County Fair Chance Ordinance (https://dcba.lacounty.gov/wp-content/uploads/2024/08/FCOE-Official-Notice-Eng-Final-8.30.2024.pdf) .
Bank of America aims to create a workplace free from the dangers and resulting consequences of illegal and illicit drug use and alcohol abuse. Our Drug-Free Workplace and Alcohol Policy ("Policy") establishes requirements to prevent the presence or use of illegal or illicit drugs or unauthorized alcohol on Bank of America premises and to provide a safe work environment.
Bank of America is committed to an in-office culture with specific requirements for office-based attendance and which allows for an appropriate level of flexibility for our teammates and businesses based on role-specific considerations. Should you be offered a role with Bank of America, your hiring manager will provide you with information on the in-office expectations associated with your role. These expectations are subject to change at any time and at the sole discretion of the Company. To the extent you have a disability or sincerely held religious belief for which you believe you need a reasonable accommodation from this requirement, you must seek an accommodation through the Bank's required accommodation request process before your first day of work.
This communication provides information about certain Bank of America benefits. Receipt of this document does not automatically entitle you to benefits offered by Bank of America. Every effort has been made to ensure the accuracy of this communication. However, if there are discrepancies between this communication and the official plan documents, the plan documents will always govern. Bank of America retains the discretion to interpret the terms or language used in any of its communications according to the provisions contained in the plan documents. Bank of America also reserves the right to amend or terminate any benefit plan in its sole discretion at any time for any reason.
