CIB-Executive Administrative Assistant Job Description
CIB-Executive Administrative Assistant Duties & Responsibilities
To write an effective cib-executive administrative assistant job description, begin by listing detailed duties, responsibilities and expectations. We have included cib-executive administrative assistant job description templates that you can modify and use.
Sample responsibilities for this position include:
CIB-Executive Administrative Assistant Qualifications
Qualifications for a job description may include education, certification, and experience.
Education for CIB-Executive Administrative Assistant
Typically a job would require a certain level of education.
Employers hiring for the cib-executive administrative assistant job most commonly would prefer for their future employee to have a relevant degree such as Bachelor's and Collage Degree in Business, Administration, Executive Assistant, Technology, Administrative Assistant
Skills for CIB-Executive Administrative Assistant
Desired skills for cib-executive administrative assistant include:
Desired experience for cib-executive administrative assistant includes:
CIB-Executive Administrative Assistant Examples
CIB-Executive Administrative Assistant Job Description
- Coordinate travel arrangements domestic/international (air, hotel accommodations and ground transportation)
- Advanced, proactive calendar management, facilitating swift set-up of meetings and timely production/printing of hand-outs
- Handle travel arrangements, domestic and international (air, ground, hotel, visa), adhering to company’s policies
- Travel – Coordinate domestic and international
- Travel – Coordinate heavy international
- Calendar Management (Outlook) – Drive/maintain multiple calendars, coordinate conference rooms /audio and video calls
- Finalize complex travel arrangements while adhering to the company’s policies and guidelines
- Manage high volume of expenses in a timely manner and ensure accuracy
- Maintain familiarity with internal systems and technology updates
- Heavy Calendar Management/ Outlook - Schedule internal/external meetings and appointments
- Coordinate all activities related to staff on boarding and off boarding, including general office management, such as new hire and contractor on boarding/termination checklist arrangements
- Act as liaison and location lead to the management of record retention for the department
- Manage calendar, handle meeting set up/physical logistics, conference call arrangements, and occasional special event planning
- Work cooperatively with other administrative assistant in group, in positive partnership to back up each other smoothly
- Handle regular activities without prompting and advise manager in advance any issues or delays
- Client data management which includes
CIB-Executive Administrative Assistant Job Description
- Handle travel arrangements, domestic and international (air, ground, hotel, visa), while adhering to company’s policies
- Process expenses and invoices in a timely manner
- Department event planning – Client events and dinners, holiday parties, senior dinners
- Expense Management – Concur
- Maintain relationships with internal resources and external vendors
- Provide shared phone coverage for a busy group, professionally fielding phone calls and redirecting as appropriate
- Manage group calendar and maintain global team calendar, tracking meetings, events, vacations and general absences
- Assist team with entries and maintenance of Dynamo (client database)
- Manage and maintain distribution lists, collation and filling of approx
- Support the San Francisco Prime Brokerage Client Service and Sales teams
- Minimum 3 years’ experience as an executive administrative assistant (supporting high level MD /SVP)
- Initiative and confidence to complete projects with limited supervision
- Expense Management – Processing invoices and T&E expense claims for team members
- Occassionally organize all aspects for offsite conferences and external events
- Initiative, energy and confidence to complete projects with limited supervision
- Coordinate meetings, conference calls, telepresence set up - internally and externally
CIB-Executive Administrative Assistant Job Description
- Manage expense processing through Concur, reimbursement, personal amounts owing and account reconciliations
- Partner with administrative assistants in managing overflow, and provide back-up coverage where necessary
- Coordinate Semi-annual ABS Conferences
- Back up admins when they are out of office
- Invoices / Blanket PO’s
- Client Conference Planning
- Distribution lists
- Client Conference Event Planning Skills – Organize, gather and enter details for upcoming client events / meetings / Town Halls / Group Management Meetings
- Distribute incoming mail and faxes, prepare and send packages via mail, messenger and federal express, and note taking as needed
- Strong ability to manage a calendar, often organizing meetings across product groups, regions and with internal and external clients
- Compliance / Surveillance groups and licensing and Special reports , 23A
- Exhibit a high degree of motivation, sense of urgency and professional demeanour
- Responsible for the coordination and logistics of internal meetings
- Maintain current organizational charts
- Organize all aspects for offsite conferences and external events
- Ability to work in an ever changing environment and to effectively handle multiple priorities with a calm, professional and willing attitude
CIB-Executive Administrative Assistant Job Description
- Scribe minutes at leadership meetings and meetings of direct reports
- Maintain inventory of supplies and order as needed
- Coordinate seat assignments
- Grant floor access and activate ID badge access
- Use Global Absence Tracker
- Update distribution lists
- Submit facilities requests
- Print and post H-1B Visa petitions
- Strong ability to manage and handle demanding calendars, dealing with multiples and or urgent meeting conflicts, setting up of meetings and conference calls, internally and externally
- Strong inter-personal and partnership skills, develop relationships with clients, peers, and stakeholder and front office personnel
- Finance or business academic background from top schools is preferred
- Quick/efficient/detailed/proactive/organized/clever
- Recurring project/event coordination
- Expense Management, compiling and submitting expense reports and invoices payment in a timely manner
- Manage tasks in a confidential manner
- Schedule demanding meetings
CIB-Executive Administrative Assistant Job Description
- Heavy Phones - Answer phones professionally, address issues or redirect as appropriate, and distribute messages in a timely manner
- Expense Management (Concur) - Compile and submit expense reports in a timely manner
- Prepare/edit spreadsheets and PowerPoint presentations
- Strong ability to manage and handle demanding calendars, often organizing meetings across product groups, regions and with internal and external clients
- Conference Event Planning Skills – Organize, gather and enter details for upcoming line of business events / trips / meetings / activities / group collaborations
- Manage requests for printing, binding of materials for individual projects and re-occurring team meetings
- Advanced/Proactive management of calendars
- High volume email management
- Client facing position, internal and external
- Partner with peers in managing work overflow, and in providing back-up coverage
- Strong interpersonal and communication skills, both written and oral, excellent telephone etiquette
- Positive and professional under pressure with the flexibility to adapt to changing priorities in a deadline driven environment
- Handle regular activities without prompting, and advise in advance on any issues or delays
- Motivated, collaborative and willing to go the extra mile
- Aptitude for a client facing role – Pleasant and courteous demeanor
- Experience managing a busy executive calendar