Executive Assistant supporting the Chief Administrative Officer

Job Summary: 
Provides administrative and operational support to the Chief Administrative Officer. Manages a wide variety of activities and confidential matters with discretion. Maintains calendars, schedules meetings and conference calls. Coordinates travel arrangements and itineraries and related plans. Monitors email and researches and manages information requests. Answers and directs telephone calls and greets visitors in a professional manner. Organizes data and prepares correspondence, reports and presentations. Assists with special assignments and participates on various project teams as requested. 
 
Job Duties and Responsibilities: 
 

• Performs administrative and operational functions in support of the CAO, with limited support to staff as needed. Facilitates management and business unit communications through email and hard copy. Manages the workflow of documents requiring management attention and/or approval and routes sensitive and confidential information. 

• Composes various types of correspondence, compiling and integrating data from a variety of sources. Provides support by assisting with the development of internal communications from draft state to final publication. Creates, edits, proofreads and publishes formal presentations and reports adhering to established style guides and leadership preferences 

• Schedules and manages calendars, prioritizing and resolving scheduling conflicts, sending invitations and reminders as needed. Coordinates travel, verifies required travel documentation and determines appropriate timelines to proactively avoid travel conflicts. 

• Coordinates and manages internal and off-site meetings and events including scheduling facilities, equipment, catering, and coordinating travel arrangements including flights, car rental, and hotel accommodations as needed. Prepares, assembles and distributes meeting and event materials. Attends team meetings and other meetings as required. 

• Serves as a resource and aide to contacts seeking assistance from the CAO and Administration leadership team. Responds to internal and external inquires. Screens and routes telephone calls, assisting callers as required. Relays messages to appropriate team members. Greets guests with a courteous and professional demeanor. Notifies management and team members of visitors and/or directs visitors as appropriate. Coordinates visitor badges and Wi-Fi access as needed. 

• Processes credit card statements, out-of-pocket expenses, and invoices. Creates, submits and monitors expense reports and team member documentation using internal expense reporting system. Coordinates various daily, weekly, monthly reporting. Maintains business unit budget and records expenditures as requested. 

• Processes internal orders or requests related to facilities, travel reimbursements, and office supplies. Monitors orders/requests using spreadsheets or appropriate internal systems and databases. Operates office equipment such as copiers,  scanners, and phone systems and arranges for equipment repairs as needed. Maintains an inventory of routine office supplies. 

• May serve on one or more project teams that require cross collaboration of team members. Facilitates communication efforts across teams and assists in tracking project timelines and meeting deadlines. Manages confidential information in accordance with applicable policies and procedures. 

• Provides back-up support and coverage to other administrative staff as required. Develops and maintains positive working relationships. Supports groups initiatives and works to reach common goals. 

• Each team member is expected to be aware of risk within their functional area. This includes observing all policies, procedures, laws, regulations and risk limits specific to their role. Additionally, they should raise and report known or suspected violations to the appropriate Firm authority in a timely fashion. 

• Performs other related duties as required.