Executive Assistant - Exec Support

Job Description Summary

In this role, you will provide critical support to the Chief Compliance Officer as an executive assistant. This position will also support other senior executives in the global legal and compliance team on a longer-term basis. This position requires a proactive, highly organized individual capable of handling a variety of tasks simultaneously and ensuring smooth team operations.

Job Description

Key Responsibilities

• Executive Support. Manage all aspects of the daily schedule, including coordinating complex calendars across multiple time zones, scheduling internal and external meetings, and resolving scheduling conflicts with competing priorities. The role requires anticipating the leader's needs and ensuring availability for all priority engagements. Manage travel arrangements, including preparing detailed itineraries and expense reports. Address any other administrative tasks as needed to ensure smooth day-to-day operations,
• Prioritization and Coordination. Prioritize both emails and tasks to ensure that critical matters receive timely attention and the CCO focuses on high-priority items.
• Budget and Vendor Administration. Oversee budget tracking, manage vendor relationships, handle purchase orders (POs), and ensure billing processes are executed efficiently.
• Team Coordination. Serve as a liaison among the leaders of the compliance team, coordinating team offsite meetings and events, ensuring all logistical details are managed effectively, as well as supporting professional development activities and new hire onboarding processes.
• Communication and Correspondence. Facilitate smooth communication and serve as a primary point of contact for the Compliance function, including screening and prioritizing incoming communications and accepting service of process when needed.
• Confidential and Sensitive Matters. Handle highly confidential and sensitive information, including matters related to internal investigations, regulatory inquiries, personnel issues, and executive decisions. Sound judgment and discretion, integrity, and adherence to confidentiality protocols are essential.

• Bachelor's degree from an accredited college or university.
• At least 8 years of experience in executive support or operations roles, preferably to senior officers in a large corporate environment.
• Exceptional organizational skills with the ability to prioritize competing demands and meet deadlines in a dynamic, fast-paced environment. Proven success in managing multiple priorities.
• Outstanding written and verbal communication skills, with strong attention to detail and accuracy.
• Excellent interpersonal skills and the ability to build effective relationships with individuals at all levels of the organization. High degree of professionalism, poise, and diplomacy when interacting with executives, Board members, and external parties.
• Strong problem-solving skills and the ability to exercise independent judgment and discretion.
• Demonstrated ability to handle confidential and sensitive information with integrity.
• Proactive, self-motivated, and able to work independently with minimal supervision.
• Advanced proficiency in Microsoft Office Suite (Excel, Word, PowerPoint, Outlook)
• Proficiency with Concur and travel expenses platforms, Sharepoint and Box.

• Professional certifications such as Certified Administrative Professional (CAP) or similar credential.
• Ability to use indirect influence to work effectively across the organization, engaging and coordinating with various stakeholders across multiple levels of an organization.
• Experience with automation tools and technology solutions to improve workflows and increase efficiency.
• Ability to quickly learn and implement new technologies to improve efficiency.
• Proficiency with Box, SmartSheet, and other advanced document management and workflow tools.