Job description
There is an opportunity in Internal Audit (IA) for a Senior Executive Assistant (EA) to provide proactive and professional support to a number of the Chief Auditors (MD) who report to members of the IA Leadership Team.
In addition to the core responsibilities described below, this role is pivotal in providing exemplary support, operating autonomously, efficiently and optimally.
The colleague will handle correspondence, manage complex, global calendars and appointments crossing multiple time zones and across Internal Audit, arrange offsites and conference calls, make travel arrangements, conduct expense management and reporting aligned to CEMP guidelines, and provide other administrative day-to-day tasks.
Core Responsibilities:
* Directly support a number of senior MD level managers collectively across different Internal Audit teams.
* Proactively manages day to day calendars, including organizing meetings, coordinating with attendees for any schedule changes which may include coordinating logistics for offsite meetings.
* Coordinates all aspects of executive level manager appointments, meetings, receptions and conference calls.
* Manages time effectively, prioritize tasks set, schedule and execute on priorities with the ability to multi-task. Set schedule for self and the leader and focuses on the priorities as they shift. Ability to get things done in a timely manner and deliver to deadlines.
* Ability to transmit information effectively, being concise, thoughtful and appropriate in verbal communications, being a good listener with the ability to ask thoughtful and if needed clarifying questions.
* Ability to communicate via email, IM etc. in a professional manner being concise and articulate in communication.
* Exercise ethical mindset, being able to demonstrate the ability to manage confidential and sensitive information.
* Anticipates next steps in processes, procedures, and scheduling matters and proactively addresses issues. Ability to identify a problem, determine the cause and identify and execute a solution.
* Pays close attention to details of work; reviewing to ensure the final product is accurate and complete.
* May prepare and review materials and correspondence for meetings; track follow up actions resulting from those meetings.
* May assist with creation/modification of presentations, spreadsheets, and other various documents to track milestones and/or critical deliverables and follow up as needed.
* Operate across the company, coordinating meetings with various MD stakeholders for global teams and programs.
* Assists with onboarding activities for new joiners who will be reporting to the Chief Auditor.
* Coordinates travel arrangements; prepares and distributes schedules/agendas for travel.
* Prepares, reconciles, and tracks expense reports through Travel and Entertainment Expense system.
* Orders supplies and process invoices through Procure to Pay system.
* Assists in ad-hoc reports special projects as needed.
* Partners and works collaboratively with other EAs across Internal Audit, providing support and coverage during short term absence.
* Trains, coaches or guides other administrative staff if required.
* Collaborates effectively with colleagues, senior leaders, and external stakeholders on organizing meetings and processes.
* Strong team player, capable of working in a fast-paced and continuously changing environment.
* Excellent interpersonal and communication skills at all levels with the ability to create a strong internal and external network.
* Appropriately assesses risk when business decisions are made, demonstrating particular consideration for the firm's reputation and safeguarding the company, its clients and assets, by driving compliance with applicable laws, rules and regulations, adhering to Policy, applying sound ethical judgment regarding personal behavior, conduct and business practices, and escalating, managing and reporting control issues with transparency.
Qualifications:
* Previous office administration experience preferably within a global, large and complex financial services or similar organization.
* Highly proficient in Microsoft Office, specifically with Excel, PowerPoint & Outlook.
* Consistently demonstrates clear and concise written and verbal communication skills.
* Ability to prioritize and escalate if conflicting priorities cannot be managed.
* Demonstrated ability to quickly gain command of new systems.
* Self-motivated and detail oriented.
Education:
* Bachelor's/University degree or equivalent experience
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