USA jobs: Executive Administrative Assistant

The Executive Administrative Assistant will support the Managing Director and his team. You will assist in day to day activities including various projects the team is responsible for. Day to day duties will include scheduling meetings & appointments, logistics coordination for certain projects, travel schedules, processing expense statements and reserving conference rooms as necessary. Your daily routine also includes interaction with various executive level internal clients across the lines of businesses.



Responsibilities:



* Telephone coverage for the Managing Director (MD) and possibly other team members

* Provide administrative support for the team

* Actively manage the calendars of multiple team members and work effectively with other administrative assistants to coordinate/plan meetings and conference calls, which may involve numerous time zones

* Book international & domestic travel arrangements and organize itineraries

* Process timely and accurate travel expense reports

* Develop and maintain electronic files as needed

* Assist with staff onboarding and off boarding which includes requesting equipment setup and system access

* Manage general office needs such as ordering supplies, mail distribution, and floor maintenance



Performance Expectations:



* Self-starter, ability to work in a fast-paced team environment

* Strong inter-personal skills

* Strong organizational and time management skills

* Strong written and oral communication skills

* Ability to work independently as well as part of the team to ensure that the needs of the group are always met and that adequate assistant coverage is provided to the group

* Make yourself available to your peers to assist with overflow, special projects and day-to-day tasks

* Technical/software skills

* Tasks, whether routine or urgent, are completed successfully and in a timely manner

* Understanding and demonstrating good problem-solving skills

* Telephone Coverage

* Document/report/presentation preparation

* Calendar management/document organization

* Other administrative /general tasks

* Maintain department equipment (fax machines, copiers, printers, etc.)

* Coordinate group coverage (i.e., vacations, training and temporary assistance)

* Establish and maintain open communication policies with peers and managers across the globe

* Maintain familiarity with all policy and technology updates

* Maintain confidentiality of information

* PowerPoint saavy, Excel saavy…must be able to make updates in team presentations



Qualifications





* Excellent telephone skills (i.e. accurate and complete messages)

* Solid organizational and time management skills.

* Minimum 5 years senior executive secretarial experience (3 years with high level ED or MD/SVP)

* Excellent verbal and written communication and interpersonal skills required with the ability to produce high quality emails and messages to individuals at all levels of the organization.

* Proven PC skills, highly proficient in all Microsoft Office applications (Word, Excel, PowerPoint, Outlook)

* Familiar with and able to use key JPMC and Asset Management administrative applications necessary for performing the EA job at a high level

* Strong demonstrated work ethic and teamwork

* Flexibility to work longer hours when required

* Enthusiastic, self-motivated, effective under pressure, and flexible

* Able to work with minimal supervision, works well individually and in teams, shares information, and supports colleagues

* Proven ability to meet manager expectations with accurate and efficient delivery, ability to multi-task and prioritize manager requests and needs

* Demonstrates sound judgment and discretion regarding sensitive topics

* Flexible team player with ability to work independently

* Ability to multitask