Senior Executive Assistant, Business & Industry Solutions

The Senior Executive Assistant, Business & Industry Solutions (BIS), provides comprehensive and confidential administrative support to the Executive Vice President, Chief Financial & Administrative Officer (CFAO) and the Vice President, Strategic Operations (Chief of Staff) in the Washington, DC and Rockville, MD offices.

This involves an advanced technical and administrative skill set in a C-Suite environment and the ability to work with autonomy and discretion in managing sensitive and confidential information on a daily basis.

Read on to find out what you will need to succeed in this position, including skills, qualifications, and experience.

Essential Job Functions :

Experienced calendar management for CFAO, including scheduling appointments for in-person, conference, and virtual Zoom meetings for both internal and external parties.

Ensures that appropriate materials are available for meetings, and arranges all meeting logistics as applicable (e.g., building security clearances, video conferencing, meeting room set-up, presentation materials, food and beverage, etc.).

Manages incoming and outgoing calls and prioritizes messages, emails, and other correspondence. Handles all calls and visitors to the Office of the CFAO and the C-Suite in general with utmost professionalism.

Directs / delegates handling of correspondence to appropriate staff.

• Attends and reports out on relevant updates and agenda, and scribes for weekly BIS senior leadership direct report meetings.
• Acts as a proxy to the CFAO in expense report and time approval tasks for direct reports and other senior leaders on an as needed basis, as designated by the CFAO.
• Manages complex travel arrangements for the CFAO, Chief of Staff (COS) and direct reports to the CFAO, as appropriate for Board meetings, conferences, off-site meetings, and other events, and addresses any time-sensitive changes or cancellations, ensuring compliance with all corporate travel and expense policies.
• Prepares and tracks expense reports for CFAO and COS and direct reports to the CFAO as appropriate.
• Prepares correspondence and other written materials at the direction of the CFAO, the COS, and direct reports to the CFAO as appropriate.
• Prioritizes inquiries and requests utilizing sound judgment, while troubleshooting conflicts with minimal guidance.
• Assists with the preparation and editing of PowerPoint presentations, as well as Word and Excel documents. Compiles and distributes reports and other documents which may require some analysis.
• Acts as a back-up to other Executive Assistants (EAs) in the FINRA C-Suite as appropriate. This includes collaborating with other EAs to ensure administrative coverage in the FINRA C-Suite at all times.
• Provides other related administrative support of a highly sensitive and confidential nature, including Board of Governors and Management Committee support.

Education / Experience Requirements :

• High school diploma or equivalent. Additional education or training preferred.
• Minimum ten (10) years in administrative support roles, including 3-5 years minimum specifically supporting C-Suite executives.
• Proficiency utilizing Microsoft Office, including Word, PowerPoint, and Excel applications.
• Expert experience utilizing and working on travel and expense tools, including preparing, approving expense reports, and making complex travel reservations.
• Expertise utilizing Zoom / MS Teams (scheduling, virtual meeting tools, etc.) or other virtual meeting software.
• Demonstrated ability to handle confidential and sensitive information with a high-level of discretion and professionalism.
• Exceptional attention to detail and proven ability to manage multiple competing priorities and meet deadlines.
• Exceptional verbal and communication skills.

Work Conditions :

• Work is normally performed 3-4 days onsite in our DC office.
• Occasional travel between FINRA offices may be required.
• May require overtime, as well as flexibility to work hours that correspond with the CFAO.

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