Executive Assistant, Senior Associate

Job Description

The Executive Assistant position is an exciting, challenging and highly visible role.  The successful candidate will be a team player, need to take initiative, exercise independent thinking, juggle multiple projects, set priorities and meet aggressive deadlines in a fast paced environment.

Responsibilities:

  • Handle highly confidential and sensitive information
  • Exercise discretion and judgment with respect to matters of significance and work collaboratively with others across multiple business lines and regions
  • Respond to and screen telephone calls/emails to resolve proper resolution or routing
  • Review and disseminate incoming documents and communications
  • Prepare a variety of materials on a daily weekly or monthly basis
  • Independently and efficiently administer executive calendars, including coordinating complex meetings involving senior level internal and external participants (including clients, regulators and vendor partners)
  • Coordinate meeting logistics, include preparing agendas, presentation materials, related handouts and take minutes.
  • Plan events, including and not limited to organising catering and reserve internal or external venues as needed
  • Administer complex travel arrangements, creating itineraries and agendas to include meetings, times, locations, and air, train and car travel.
  • Expenses administration : maintain and submit all related documentation (use of two different expenses processes)
  • Partner closely with Executive Assistants across the organisation
  • Interact with senior leaders and internal teams like  HR, Finance, IT, Security, Catering, Travel and external vendors as needed
  • Championing our team / company culture to ensure we have the most collaborative and inclusive team possible

State Street