Senior Executive Assistant Jobs

Team/Role Overview

The Senior Executive Assistant provides comprehensive administrative, business, and risk & control support to the SSA Services Head and their team. This role ensures efficient operations by managing key administrative functions and assisting with critical business presentations. The individual will divide their time across these core areas to drive efficiency and support strategic objectives.

What you will do:

Administrative Support for SSA Services Head & Team (40%)

• Manage and maintain the day-to-day calendar for the SSA Services Head, including scheduling and prioritizing appointments.
• Coordinate all aspects of executive-level appointments, meetings, receptions, and conference calls for the Head and their team.
• Draft, review, and manage correspondence on behalf of the SSA Services Head.
• Coordinate travel arrangements; prepare and distribute detailed schedules and agendas for travel for the Head and team members.
• Prepare, reconcile, and track expense reports accurately and efficiently through the designated expense systems.

Business Support (25%)

• Assist with the creation, modification, and finalization of presentations, spreadsheets, and other documents for business reviews and strategic initiatives.
• Prepare and review materials and correspondence for senior management meetings related to business performance and strategy.
• Help coordinate logistics and gather data for business reviews, annual planning cycles, and expense management activities.
• Proactively follow up on action items and trackers from business meetings and strategic initiatives, ensuring timely completion and reporting.

Risk and Controls Management Support (25%)

• Assist in promoting a culture of proactive controls and accountability.
• Support the assessment of risk in day-to-day business decisions, considering the firm’s reputation and safeguarding client assets.
• Assist in driving compliance with applicable laws, rules, and regulations, while adhering to company policy.
• Support the escalation, management, and transparent reporting of control issues.
• Aid in the monitoring and follow-up of risk-related trackers and remediation efforts.
• Assist in the preparation of materials for audit support and risk reporting.

General Administrative Support (10%)

• Order and manage office supplies; process invoices through the Procure to Pay system.
• Assist in ad-hoc reports and special projects as needed.

What we’ll need from you:

• Previous office administration experience, preferably within a large and complex financial services or similar organization.
• Highly proficient in Microsoft Office Suite, particularly Outlook, Word, Excel, and PowerPoint.
• Demonstrated understanding of or experience in risk and control environments is highly advantageous.
• Strong organizational skills with proven ability to manage multiple priorities and deadlines.

Skills & Competencies

• Communication: Clear and concise written and verbal communication skills, with the ability to articulate information effectively to senior stakeholders.
• Attention to Detail: Meticulous in all tasks, ensuring accuracy in documentation, scheduling, and financial processing.
• Proactivity & Initiative: Self-motivated and able to anticipate needs, take initiative, and drive tasks to completion with minimal supervision.
• Problem-Solving: Ability to identify issues, analyze information, and propose practical solutions.
• Judgment: Applies sound ethical judgment regarding personal behavior, conduct, and business practices.
• Adaptability: Ability to quickly gain command of new systems and adapt to changing priorities.
• Interpersonal Skills: Excellent interpersonal skills with the ability to build and maintain professional working relationships across various levels.