Administrative Assistant - Senior - 84130-1

Position Title: Executive Assistant

Line of Business: Compliance

Target Start Date: ASAP

Duration: 3 Months

Remote/Hybrid: In office on Tuesday and Wednesday as well as 2nd Friday of every month.

Office Location: 81 Bay 31st Floor

:

Proactively manage VP calendars to assist with scheduling, arrange proactive meetings and avoid scheduling conflicts.

Provide support for meeting and calendar management:

• Respond to and accept meeting requests as they are received. (response within 1 day.)

• Timely booking of meetings as requested (e.g. 1-2 days after request). Tracking responses and updating meeting invitations as needed.

• Accuracy of booking meetings (attendees, agenda, attachments) based on direction provided.

• Proactively resolve scheduling conflicts.

• Notify VP of key date changes, significant attendees, agenda items.

• Arrange coverage of meetings if VP is not available. Notify of coverage or delegation.

• Proactively review upcoming meetings to identify any required preparations, confirm attendees, highlight unique logistical details.

• Look ahead on the calendar to identify opportunities to group meetings together with travel opportunities and/or in office time.

• Update shared calendars for VP and management team for absences and locations (i.e. for travel).

• Expense and travel management as required. (booking travel)

Supporting VP with any department social activities, team events, team meetings, and forums.

Proactively coordinate with team members (e.g. Social Committee, Directors, Audit Managers) to determine event details (including location, dates).

Confirm with VP and follow through by finalizing arrangement details and sending timely notifications to the team.

Coordinate and follow up as needed to ensure materials/documents/agendas are provided timely to VP for review and input.

Must Have Requirement:

- 5+ years' experience managing multiple VP calendars simultaneously

- Workday experience

Nice to Have:

Bank experience is strong nice to have

- COUPA experience is also a strong nice to have