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Commercial Bank, Finance- Executive Administrative Assistant

Req #: 180025313
Location: Chicago, IL, US
Job Category: Admin/Secretarial
Job Description:
Day to day duties will include working in a fast paced, ever changing environment with high profile executives. Scheduling meetings and appointments, logistics coordination and management of projects, travel schedules, processing expense statements and reserving conference rooms as necessary. Your daily routine also includes interaction with various executive level internal clients across the lines of businesses. You will need to adapt to new procedures, processes and techniques to complete assignments in line with the department's activities and goals. The duties and administrative functions will require, confidentiality, initiative, sound decision-making, independent judgment and the ability to escalate serious or unique problems to higher levels. Strong attention to detail, strong sense of urgency and the ability to work on ad hoc projects as required.

Administrative Responsibilities:
• Support senior level executives and needs of their teams while demonstrating a high degree of professionalism and sensitivity
• Compliance – Manage sensitive data policy requirements and required reporting for team (including Passport and Sensitive Data Reviews)
• Expense Management – Processing invoices and T&E expense claims for team members. Ensure all policies are followed and items are processed within provided guidelines
• Telephone coverage for multiple senior executives
• Actively manage the calendars of multiple team members and work effectively with other administrative assistants to coordinate/plan meetings and conference calls, which may involve numerous time zones
• Book international & domestic heavy travel arrangements and organize itineraries
• Work cooperatively with administrative assistants team, in positive partnership to back up each other smoothly
• Coordinate Sr. Executive Market visits including collecting profiles for client visits/meetings
• Ad hoc projects that include proficiency with Excel, PowerPoint and Word, reporting and basic analysis

Performance Expectations:
• Dynamic, independent, self-starter with the ability to work with senior level executives both onsite and remotely
• Able to prioritize issues and multi-task effectively to handle multiple assignments and be proactive in a fast-paced environment while remaining calm under pressure
• Intellectually curious with a genuine interest in knowledge gathering and problem solving
• Ability to work on ad hoc projects via Excel, PowerPoint and Word or as required
• Outstanding project management skills including project planning, time management, organization, influencing, and follow-up skills
• Willing and able to learn the business and fully understand how and why tasks satisfy business needs
• Excellent verbal, written and presentation skills with attention to detail
• Ensure that the needs of the group are always met and that adequate assistant coverage is provided to the group
• Strong Technical skills – hardware and software
• Tasks, whether routine or urgent, are completed successfully and in a timely manner
• Heavy Calendar management/document organization
• Establish and maintain open communication policies with peers and managers across the country
• Maintain familiarity with all policy and technology updates
• Maintain confidentiality of information
• Proactively seeks guidance, clarification, and feedback from others


• Minimum 5 years senior executive secretarial experience (3 years with high level ED (Executive Director) or MD (Managing Director )/SVP (Senior VP) preferred
• Proven PC skills, highly proficient in all Microsoft Office applications (Word, Excel, PowerPoint, Outlook)
• Enthusiastic, self-motivated, effective under pressure, and flexible
• Able to work with minimal supervision, works well individually and in teams, shares information, and supports colleagues
• Solid organizational and time management skills
• Excellent verbal and written communication and interpersonal skills required with the ability to produce high quality emails and messages to individuals at all levels of the organization
• Excellent telephone skills
• Knowledge of the following systems: EURC (Request Center), Concur, GSP (Global Supplier Portal), Ariba, and Travel Express is a plus


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