Senior Executive Assistant

Job Description:

·         Performs a variety of secretarial duties and associated matters of general affairs to relieve General Manager, as well as other Managing Directors and department staff of clerical/administrative business details, including but not limited to, scheduling, preparing reports, answering phones, distributing mail/documents, maintains records or logs, filing, inputting data, monitoring documents, and other general office duties as assigned - all or a combination of the duties listed below.

·         Provides back-up support to other staff members as needed.

·         Organizes and coordinates projects as

Duties and Responsibilities: 

·         Plans and coordinates arrangements for business-related functions (meetings, conferences, receptions, VIP visits, regular periodic functions) at the 1271 AOA office location with a combination of work from home days.

·         Obtains necessary approvals for business trip applications; books and makes spur-of-the-moment changes to flight/hotel/transportation arrangements; processes expense reports.

·         Assists in the preparation of management reports, reconciliation, etc. Circulates reports for approval and keeps records accordingly.

·         Maintains positive relationship with internal/external customers while providing exemplary customer service. Responds promptly to inquiries from customers and other departments regarding transactions, policies, and procedures.

·         Plans, implements, and adjusts tasks to complete work accurately and on time. Sets priorities and adjusts workload to meet changing needs.

·         Provides back-up support to other staff members as needed including Credit Analysts. Cross-trains others on job related duties and assists others with administrative duties, as necessary. Participates in audit preparation (internal/external).

·         Assists with departmental projects and performs other duties as assigned.

·         Compliance:

·         It is the individual responsibility of every employee to maintain a current awareness and understanding of appropriate banking laws, regulations, internal policies, and procedures and to comply fully with those laws.

·         Understand that all questions and/or clarification about such rules and regulations should be directed to the Americas Legal Department and the Americas Compliance Department.

·         Attend Annual Compliance Training presented by the Americas Compliance Department.

·         Read and respond as necessary to all compliance-related reference and directive materials received.

·         Comply with the Bank’s “Code of Conduct”.

Required Skills:

·         3 years’ experience or more

·         Bachelor's Degree

·         Good organization and planning skills. Ability to complete work accurately and on time. 

·         Ability to work in a high-pressure environment with critical deadlines.

·         Capable of handling multiple tasks simultaneously, despite numerous interruptions. 

·         Ability to establish priorities and complete tasks accurately in a timely basis.

·         Customer Orientation (internal/external). Excellent interpersonal skills with proven commitment to quality customer service. 

·         Ability to meet customer needs, respond to customer inquiries in a respectful, helpful and responsive manner. 

·         Ability to establish and maintain clear communication with customers.

·         Team Orientation.

·         Ability to work cooperatively with others. Capable of working well independently and in teams. 

·         High level of diplomacy, tact, discretion, and confidentiality. 

·         Ability to maintain a flexible attitude and approach towards assignments.    

·         Ability to initiate and sustain relationships with other departments and to proactively solidify relationships, understanding the needs and challenges of peers. 

·         Strong PC skills (word processing, spreadsheets, and databases), calculator and other standard office equipment to record, store and retrieve information. Proficient in PowerPoint, Excel and Word.

·         Fast learner of databases and internal systems.

·         Flexibility to work variable hours due to the workflow.