Job Title:       Administrative Assistant– USA

Industry:        Banking / Financial Services

Location:       USA

Salary:           Competitive Salary Package + Benefits

Job Summary:

The Administrative Assistant (AA) is a member of Executive Office and reports jointly to the Chief Operating Officer (COO) and Chief Risk Officer (CRO). The AA is responsible for providing executive administrative support to the CRO and COO. The role entails professional handling of administrative assignments requiring a high degree of discretion and confidentiality. The role is also responsible for the day-to-day general administration and office management for the Bank. Successful candidate must be able to work in extremely fast-paced    environment, requiring high degree of independent judgment and a people person. The incumbent of this position shall be responsible for adhering to the provisions stated in the Employee Accountability Policy Statement.

Essential Functions & Accountabilities

Administrative Assistant

• Accountable for job performance actions, which includes decision(s) impacting position responsibilities conforming to the bank’s risk appetite and tolerance levels as articulated in the bank's Risk Appetite & Tolerance Framework, mitigating violations or breaches to the bank’s risk appetite in the exercise of their empowerment and the achievement of desired job performance outcomes as directed by Management.
• Schedules and coordinates meetings on behalf of the CRO & COO team
• Prepare confidential business reports, presentations, and executive briefs for the CRO & COO.
• Prepares agendas, attends, and takes minutes; communicates action points to stakeholders and prepares status updates; Prepares presentations for the COO & CRO, and contributes to discussions as appropriate.
• Maintains a library of documents and maintains document retention storage, coding, retrieval, and destruction oversight for the CRO & COO.
• Assists in the preparation of organizational documents
• Assists in the preparation of research and surveys.
• Answers telephone calls, coordinates travel arrangements, updates calendar, opens and sorts of mail, processes billing and performs other administrative responsibilities as requested.
• Assist the CRO & COO with ad hoc personal tasks.
• Complies with all legal and regulatory requirements, adheres to the Bank’s Code of Conduct, attends scheduled training, and reports any known or suspected violations of the Code of Conduct to Management.

Facility Management

• Facility Management-Work with landlord, vendors, contractors to ensure a safe working environment for staff. This includes review contracts, schedule repairs, maintenance, and ensure overall improvements of the office when required.
• Initiate processes and systems to make the day to day running of the office more efficiently/effectively.
• Work with external vendors to ensure that contracts are updated, and pricing are competitive.

Travel & Logistical Services

• Responsible all logistical and business travels-Works with travel agents, the company Corporate Services to ensure all travel is carried out in line with the bank’s policy.
• Work with local embassies to ensure visas are in place when applicable.
• Ensure smooth transitions for staff transfers including hotel, ground transportation.

Procurement & Inventory Management

• Fulfills all stationery and supplies functions (ordering/distributions and vendor interaction)
• Fulfills all Archival Records Maintenance Functions (retrieving/sending boxes to/from archives)
• Fulfills all Outgoing Mail functions (logging/postage/End of Day Proof)
• Logs and distributes mail, when needed (courier and US Mail
• Maintains Messenger Service function (arranging pick-ups/deliveries & maintaining log, when needed

Others:

• Designated back up for the Front Desk
• Fulfills other responsibilities as assigned, including special projects.
• Organize company events such as Christmas/End of the year functions and TGIF events.
• Manages various departmental correspondence including internal and external.

Other duties may be assigned like the above consistent with the knowledge, skills and abilities required for the position.

Minimum Qualifications:

• Bachelor’s degree in Administration, Business, or related fiel
• Exceptional attention to detail
• 5 years of experience working as an Office Administrator in a fast- paced environment.
• 5 plus years of administrative experience
• High proficiency in Microsoft Office, including PowerPoint, Excel etc.
• Demonstrated ability to conduct research and analysis.
• Excellent writing and oral communication skills
• Ability to work with minimal supervision.
• Must be discreet and treat his/her work as confidential.