Job Description
Executive Admin Assistant
Must Have Technical/Functional Skills
Technical Skills
• Strong proficiency in Microsoft 365 (Outlook, Excel, PowerPoint, Word, Teams).
• Experience with internal banking tools such as:
o Expense management and reconciliation systems (e.g., Concur, Ariba, or bank-specific tools).
o Travel booking platforms used in BFSI environments.
o Collaboration and workflow tools used in enterprise banking.
• Ability to prepare management level reports, dashboards, and polished presentations.
• Familiarity with handling audit ready documentation, compliance workflows, and secure data handling.
• Comfort working with confidential financial, HR, and regulatory data.
Functional Skills
• Prior experience supporting senior leaders in Banking, Financial Services, or FinTech environments.
• Strong understanding of operational workflows, regulatory sensitivity, and internal controls.
• Exceptional calendar, scheduling, and cross team coordination skills.
• Excellent written and verbal communication tailored for executive level interactions.
• Ability to prioritize multiple tasks under tight deadlines.
• High degree of integrity, professionalism, and discretion with sensitive information.
• Strong stakeholder management skills, working with cross functional teams such as Risk, Compliance, HR, Finance, and Technology.
Roles & Responsibilities
Executive Support
• Manage complex calendars, prioritize meetings, and coordinate across global banking time zones.
• Handle inbox management and communications on behalf of senior leadership.
• Prepare presentations, business decks, meeting summaries, and regulatory facing documentation.
• Coordinate travel arrangements and itineraries in compliance with bank policies.
• Track action items, follow-ups, and deliverables across initiatives running within the LOB.
Operational & Administrative Support
• Support financial administration tasks such as:
o Submitting expenses, reviewing statements, and ensuring policy compliance.
o Managing procurement workflows, vendor requests, and purchase approvals.
• Maintain organized, audit ready documentation and confidential executive records.
• Coordinate logistics for meetings, town halls, project reviews, quarterly business reviews, etc.
Communication & Stakeholder Coordination
• Serve as the primary point of contact for internal stakeholders, clients, and external partners.
• Draft professional communication on behalf of leadership and support internal messaging.
• Collaborate with cross functional teams in Risk, Compliance, Technology, Finance, and Operations.
• Facilitate smooth information flow between leadership and project teams.
Project Coordination
• Monitor project timelines, track milestones, and support leadership with operational updates.
• Assist with organizing leadership offsites, workshops, team events, and strategic planning sessions.
• Support ad hoc banking operational initiatives, process improvements, and documentation requests.
Executive Admin Assistant - New York City, NY
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