C-Suite Executive Assistant

We are seeking an Executive Administrative Assistant to strategically support the business with a variety of administrative tasks and key projects. Under direction from the team leader, this role performs a variety of project management and administrative support functions and 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 organization. This individual will need to work well, interact with the offices of senior executives, external organizations, and senior leaders within the organization.

• Field e-mails and phone calls requesting meetings and determine the level of priority while using caution in dispensing information
• Act as a central point of contact for senior management as well as other regional management
• Build, develop, and grow any business relationships vital to the success of the project.
• Develop full-scale project plans and associated communications documents.
• Draft and submit budget proposals, and recommend subsequent budget changes where necessary.
• Liaise with project stakeholders on an ongoing basis.
• Build, develop, and grow any business relationships vital to the success of the project.
• Identify, resolve issues and conflicts within the project team; manage project dependencies and critical path.
• Coordinate complicated domestic and international travel itineraries ensuring cost efficiencies and understanding the executive’s travel preferences and needs - as well as insuring they are in line with bank policy and guidelines
• Arrange all internal/external meetings such as the weekly staff meeting, providing dial-in numbers, tech support, refreshments, and the creation or modification of meeting materials.
• Expense Management - Prepare, reconcile, and track expense reports through Concur. Ensure all policies are followed and items are processed within provided guidelines.
• Set-up and maintain Outlook distribution listings, prepare copies, handle scanning and PDF transmissions.
• Organize and secure highly confidential company and employee information
• Provide coordination and follow-up for new hire process, on-boarding support for new hires and transferring of staff; including UAR submission, seat registration, PC, phone, parking, security ID
• Lead and coordinate in ad-hoc projects as requested

• Excellent writing and verbal communication skills
• Detail oriented with ability to work independently and handle multiple tasks simultaneously
• Demonstrates a high level of integrity and professionalism
• Strong sense of urgency, adaptability, flexibility and resourcefulness
• Energetic, responsive team player with the interest to take initiative and work in a fast-paced
• Effective interpersonal skills and able to work quickly and efficiently
• 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
• Advanced PC skills (MS Office with emphasis on Excel, PowerPoint and Word)
• Bilingual language skills in Mandarin Chinese is highly preferred