Overview
The Executive Assistant will provide high-level administrative and operational support to the Senior Vice President, General Auditor, and Chief Compliance Officer. This position plays a key role in ensuring the efficient management of day-to-day activities within the Audit and Compliance functions. The individual will handle a variety of administrative tasks, manage complex calendars, prepare professional communications and documentation, and coordinate department operations.
This role will also assist with supporting meeting logistics, materials preparation, and follow-up actions associated with Audit Committee of the Board of Directors. The ideal candidate is highly organized, detail-oriented, and capable of handling confidential information with discretion and professionalism.
Responsibilities
- Provide executive-level administrative support including calendar management, travel coordination, expense reporting, and correspondence handling.
- Schedule and organize meetings, conferences, and events for the Senior Vice President, General Auditor, and Chief Compliance Officer, ensuring materials are prepared in advance.
- Support the Audit Committee of the Board by coordinating logistics, preparing meeting materials, drafting minutes, and managing follow-up actions.
- Draft, proofread, and format professional documents, reports, and presentations with a high level of accuracy and attention to detail.
- Monitor and prioritize incoming communications, ensuring timely responses and follow-through.
- Manage department purchasing, invoices, and budget tracking as needed.
- Exercise good judgment, tact, and confidentiality in handling sensitive information and communications.
- Utilize software tools such as Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), Teams, and SharePoint to prepare and manage documents, presentations, and reports.
- Performs advanced, diversified, and confidential secretarial and administrative duties while working within general established guidelines, using judgment and discretion.
- Initiates routine and some non-routine correspondence and memoranda.
- Screens telephone calls and visitors and resolves routine and complex inquiries.
- Schedules appointments, meetings, and travel itineraries, and coordinates related arrangements.
- May prepare and distribute minutes of meetings.
Requirements
- High School Graduate or GED equivalent required.
- Three (3) years of secretarial experience required.
- Typing speed of 45 w.p.m. required.
- Proficient in the use of PC applications, i.e., Excel and Word.
- Excellent organizational skills, strong verbal and written communication skills required.
- Proficiency in business English.
- Must pass secretarial testing process.
- Other related skills and/or abilities may be required to perform this job.
