Senior Executive Assistant NY Onsite

Position: Senior Executive Assistant  NY (100 % Onsite)
Senior Executive Assistant

Expected work schedule is M-F onsite from 830-430. role may have overtime

-Must have prior experience supporting an Investor Relations team or executives involved in financial reporting cycles, earnings preparation, investor meetings, rating agency interactions
Must have experience working within a Finance organization, such as FP&A, Treasury, Controllers, or CFO level functions
- Must have experience interacting with very senior leaders
-Role is very fast paced
- MUST have experience working for a large , global corporation with complex structures, matrixed teams, and rigorous reporting or regulatory timelines

The Senior Executive Assistant enables the Head of Investor and Rating Agency Relations to optimize their day and operating rhythm by providing comprehensive administrative support including complex calendar management, meeting coordination, e-mail monitoring, task tracking, etc. This role is a temporary 6 month assignment with the potential to transition into a permanent position based on performance and business needs.

The individual directly supports the Head of IR and works closely and/or supports the Business Execution team as well as individuals across Finance and Client.
We are seeking a highly organized and proactive Senior Executive Assistant who is incredibly detail-oriented and able to operate, and problem solve independently. The individual must be approachable, collaborative and self-motivated. The individual must be able to operate in a fast-paced, complex environment and able to gain an understanding of team and stakeholders’ priorities and the impact on their managing calendars and other items.

Preferred Qualifications:

• Prior experience supporting an Investor Relations team or executives involved in financial reporting cycles, earnings preparation, investor meetings, rating agency interactions

• Experience working within a Finance organization, such as FP&A, Treasury, Controllers, or CFO level functions

• Background working in a large, global corporation with complex structures, matrixed teams, and rigorous reporting or regulatory timelines
Responsibilities:

• Ensure seamless administrative operations, handle sensitive tasks with discretion, and provide high level support in a fast-paced environment

• Manages complex calendar day-to-day and aligns schedule with Head of IR’s preferences and priorities, along with strong sense of urgency and understanding of business objectives and timelines

• Resolves conflicting requests independently based on knowledge of business and other priorities

• Serve as the point of contact for internal and external stakeholders ensuring timely communication and information flow to both Head of IR, Business Execution team and direct reports

• Work closely with the Business Execution team as well as individuals across Finance and Client to prepare Head of IR with detailed agendas, presentations and documents as well as follow up on key action items

• Manages all aspects of appointment/meetings (in-person, virtual and hybrid), including monitoring attendance, requesting, reviewing and attaching materials (presentations, speaking notes, etc.) as well as logistics (e.g., meeting rooms, catering, restaurants/venue reservations, technology, printing, etc.)

• Organize and execute executive events, including offsite meetings and investor/analysts’ engagements, ensuring all logistics are handled efficiently

• Prepares, reconciles, and tracks expense reports through Travel and Entertainment Expense system; review expense reports of others for review and sign off

• Coordinates travel arrangements and develop detailed trip schedule/itinerary, including local-meetings, flights, hotels, passports/visas, ground transport, meals, and appointments

• Collects various requests (e.g., meetings, actions, follow ups, etc.) by engaging and corresponding with individuals and appropriately collates and tracks independently

• Builds relationships and coordinates with other Executive Assistants; serves as back up support, when required

• Orders supplies and process invoices through Procure to Pay system

Qualifications:

• Proven and significant experience supporting…