Executive Assistant

Division

CEO Office

Department

CEO Office

Job Summary

Assisting the CEO and Head of Compliance in their daily schedule, whilst, handling a wide range of administrative and executive support related tasks and other ad-hoc duties as they occur.

Principal Duties and Responsibilities

Responsible for heavy calendar management, requiring interaction with both internal and external executives and assistants, as well as consultants, to coordinate a variety of complex executive meetings.

Assists COO in specific projects and assignments.

Assists Compliance and AML office.

Takes phones in a prompt and efficient manner.

Communicates and handles incoming and outgoing electronic communications.

Opens, sorts and analyzes incoming correspondences including emails and faxes - memos, submissions, and reports to determine their significance and plan their distribution.

Archives and retrieves corporate documents, records, and reports.

Prepares responses to correspondence containing routine inquiries.

Takes minutes of meetings when required.

Assists with preparation of presentation materials.

Greets visitors and determines whether they should be given access to specific individuals.

Schedules and follows up staff meetings.

Research in accordance with CEO request.

Follows up and manages daily administrative issues.

Arrange travel schedule and reservations for executive management and staff as needed.

Arrange visa applications for incoming visitors.

Arrange for office events.

Skills and Competencies

Proficient in Microsoft Word, Excel, PowerPoint, and Outlook

Excellent verbal and communication skills

High attention to details

Works well under pressure to meet deadlines

Excellent calendar management skills, including the coordination of complex executive meetings

Experience scheduling travel arrangements for management

Education and Experience Required

3+ years experience supporting at the executive level

Bachelor's degree is a plus

Reporting Line

Chief Executive Officer