Administrative Assistant; Level III

Position Summary

Looking for Administrative support for Risk and Regulatory Management leaders. Must have at least 2 years of administrative assistance experience. Will be expected to performs diverse, advanced, and confidential administrative support functions for the Business Management and Controls Leaders as well as the Charlotte Team. Usually relieves management of administrative details; gathers, compiles and reports information relevant to/for department; may manage a number of different and often conflicting objectives, projects, or activities at one time.

Communicates with executives and line management to gather or convey relevant information. May be involved in high-level client contact and exposure to sensitive information, and must use considerable tact, diplomacy, and judgment. Advanced administrative and analytical skills. Thorough knowledge of a variety of software programs while consistently striving to develop and advance skills.

• Maintains detailed calendars and prioritizes meeting requests and related logistics
• Schedules complex meetings requiring coordination of multiple calendars
• Coordinates travel arrangements and processes expense reports in a timely manner according to policy
• Working with general bank systems (e.g., Concur and Corporate Travel), expense policies and MS Office Products (including Outlook, Word, Excel, PowerPoint, Teams), Web Ex, and GEP Smart
• Serves as floor support, including building access management
• Onsite POC for traveling BMC team members ensuring access and accommodations
• Site-specific events- catering orders/coordination/post event clean up
• Supplies ordering and maintenance
• Printer maintenance- ordering paper/ink and making sure it is functioning properly/tidy
• Adhoc maintenance requests
• Help with signage/maintaining the floor for BMC
• Collecting/coordinating equipment returns for exiting resources

• 2 years of administrative assistance experience
• Ability to think proactively and balance multiple needs and requests
• Ability to document meeting minutes and procedures required to execute role
• Polished professional with strong written and verbal communication skills
• Advanced skills in Outlook and other MS Office programs (Excel, Word, PowerPoint, Visio, teams)
• Highly organized with strong attention to detail
• Excellent time management; able to effectively prioritize
• Self-starter, proactive with ability to juggle multiple responsibilities and reprioritize tasks based on new information or shifting deadlines
• Ability to work effectively under pressure, adapting to unexpected events, responding well to change
• Ability to learn quickly and take on new responsibilities
• Must have excellent judgment, independent thinker and resourceful
• Ability to handle highly sensitive, confidential, and non-routine information
• Strong interpersonal skills: comfortable working with people at all organizational levels and able to adapt to diverse perspectives and style
• Accuracy/quality control — must demonstrate accuracy and thoroughness and monitor own work to ensure quality
• May assist other senior members of the leadership team when needed
• Experience supporting more than one line of business executive with demonstrated ability to manage multiple competing priorities

• Must be well versed in Concur or other Travel Expense software
• Experience as an admin at a financial firm is desired.
• Experience engaging with executive stakeholders, across multiple locations and geographies
• Strong partnering skills
• Familiarity with
  *** processes, structure, and enterprise tools- major plus!