EVP Administrative Assistant

Equitable•Syracuse, NY

8h•$50,000 - $60,000•Onsite

About The Position

At Equitable, we help clients secure their financial well-being so they can pursue long and fulfilling lives - a mission we’ve honed since 1859. The Empire Branch is seeking a detail-oriented/multi-tasking Executive Vice President Administrative Assistant in the Syracuse, NY office.

Requirements

3+ years in Executive Administrative Experience
Proficiency in Microsoft 365 (Outlook, Teams, Excel, PowerPoint, Word).
Ability to manage multiple priorities with accuracy and attention to detail.
Demonstrated ability to handle confidential information with discretion.
High degree of professionalism, judgment, and problem solving capability.
Interpersonal Relationships: Knowledge of the techniques and the ability to work with a variety of individuals and groups in a constructive and collaborative manner.
Managing Multiple Priorities: Knowledge of effective self-management practices; ability to manage multiple concurrent objectives, projects, groups, or activities, making effective judgments as to prioritizing and time allocation.
Office Administration: Knowledge of office administration activities; ability to carry out ongoing office administration tasks effectively and efficiently in support of local and remote teams.
Problem Solving: Knowledge of approaches, tools, techniques for recognizing, anticipating, and resolving organizational, operational or process problems; ability to apply knowledge of problem solving appropriately to diverse situations.

Responsibilities

Manage complex, high-volume calendar.
Coordinate meeting logistics, including agenda preparation, material distribution, action-item tracking, and follow-up documentation.
Manage end-to-end expense administration for EVP as assigned, including timely submission, tracking, and reconciliation of expense reports.
Review expenses for accuracy, proper documentation, and compliance with company travel and expense policies prior to submission.
Coordinate with Finance, Accounts Payable, and Travel teams to resolve discrepancies, address exceptions, and ensure timely reimbursement.
Track recurring and ad-hoc expenses, maintain supporting records, and provide summaries or documentation for audits and leadership review as requested.
Prepare, edit, and format, presentations, reports, and related materials with a high level of accuracy, confidentiality, and professionalism.
Maintain electronic files and records in accordance with company policies, governance standards, and regulatory requirements.
Handle sensitive financial, and personal information with the highest level of confidentiality and integrity.
Support branch office operations by coordinating administrative systems, tools, and supplies with Office Coordinator.
Contribute to special projects, process improvement initiatives, and overflow administrative work related the branch location
Daily branch administrative duties to support the Branch and EVP.
Anticipate administrative needs and proactively support leadership and team priorities.
Build and maintain effective working relationships with other business areas.
Coordinate with team members for event planning and execution.