Senior Administrative Assistant, Commercial & Investment Bank
The Commercial & Investment Bank is a global leader across investment banking, wholesale payments, markets and securities services. The world’s most important corporations, governments and institutions entrust us with their business in more than 100 countries. We provide strategic advice, raise capital, manage risk and extend liquidity in markets around the world. Clients turn to our industry-leading Markets, Sales and Research team to offer clients unique market insights on sectors and companies, and actionable ideas using research to make well-informed investment decisions. Teams understand products across asset classes and help clients structure solutions that manage risk, enhance yield and solve complex financial problems.
As a Senior Administrative Assistant in Commercial & Investment Bank, you will be responsible for performing an array of administrative functions requiring confidentiality, initiative and sound decision making for the executives, their team of managers & stakeholders, and coordinate efforts with other admins across Commercial & Investment Bank. You bring years of experience being an Assistant while being very adaptable, and welcoming change. You will rely on excellent organizational skills and the ability to effectively handle multiple priorities. You will need to adapt procedures, processes and techniques to the completion of assignments and in line with the department`s activities and goals. Duties also include heavy meeting arrangement; managing multiple calendars and recurring client / team events, submitting expenses via Concur, handling invoices, phone coverage, reviewing incoming correspondence / emails and preparing responses. Additionally, you will exercise independent judgment, escalation.
Job responsibilities:
- Manage and handle complex and detailed calendars, dealing with multiples and or urgent meeting conflicts, setting up of meetings and conference calls, internally and externally, as well as handle all associated logistical aspects.
- Work in a fast paced, ever changing environment and to effectively handle multiple priorities with a calm, professional and willing attitude.
- Handle telephone coverage with ability to answer phones professionally, address issues or redirect as appropriate, and distribute messages in a timely and appropriate manner.
- Coordinate travel arrangements (including air, hotel accommodations and ground transportation); prepare detailed itineraries, required travel visas/documents, and assure accuracy and timely delivery of plans/tickets to travelers.
- Process invoices and travel & expense claims for team members timely. Ensure all policies are followed and items are processed within provided guidelines. Act as a subject matter expert for policies and procedures.
- Assist with overflow, special projects, assistant back-up coverage and day-to-day tasks
Required qualifications, capabilities, and skills:
- At least 5 years of administrative experience in financial institutions for senior-level executive(s)
- Strong inter-personal and partnership skills, i.e. develop relationships with peers, clients etc.
- Advanced organizational skills, ability and instinct to connect dots and escalate issues as required
- Discretion and good judgment in confidential situations and proven experience interacting with senior management
- Ability to adapt procedures, processes and techniques to completion of assignments
- Open to take on increased and/or new responsibilities at any time
- Ability to manage and resolve competing priorities i.e. calendar management
- Excellent telephone etiquette
- Adaptable team player
Preferred qualifications, capabilities, and skills:
- Bachelor’s Degree Preferred
- Fluent in verbal and written English and Chinese is preferred
Note: This role requires five days in the office (Mon-Fri) and will not support Hybrid options.
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