Executive Assistant to Chief Legal & Corporate Affairs Officer

FIS • Jacksonville, FL

3d • Hybrid

About The Position

The C-Suite Executive Assistant (EA) provides high-level administrative support to executive(s) and their teams, ensuring timely responses, efficient coordination, and seamless execution of daily operations. This role demands agility, discretion, and a proactive mindset to orchestrate schedules, global communications, and cross-functional collaboration with speed and accuracy. This role is required to reside in Jacksonville, FL as you will need to report into the office. This is not a virtual role but may have flexibility for some hybrid days.

Requirements

• Minimum of 5 years as an Executive Assistant supporting C-suite (President or above) is required to be considered.
• Must be a self-starter, who needs little to no supervision, is decision maker, and has a strong ability to push back when needed to keep Executive on task.
• Strong ability to contribute ideas, be part of the leadership team, and be an ambassador for the Executive and team.
• Experience with coordinating International Travel is required
• Extensive knowledge of methods and techniques to perform general clerical administrative duties and proficiency in common industry applications.
• Specific expertise in MS Outlook, MS Word, Excel and PowerPoint, Teams, SharePoint required
• Ability to follow-through on open items and strong attention to detail
• Ability to maintain confidentiality, communicate information to others effectively, and maintain accurate records
• Ability to adapt to change and react to evolving business needs
• Strong familiarity with AI-enhanced productivity tools and a willingness to adopt emerging technologies to improve processes and outcomes.
• Willingness to effectively manage executive calendar and set expectations as needed
• Willingness and ability to learn new company processes and policies quickly and translate that information to the executive
• Effective written and verbal communication skills
• Ability to establish and maintain effective working relationships with executives, employees, clients and public

Responsibilities

• Performing administrative duties for the executive and team to ensure timely responses and quick turn-around times, as well as providing support to FIS’ Board of Directors.
• Managing the schedule including arranging appointments, travel, meetings, expense management, conference calls, etc.
• Performing various high-level administrative duties including executive and personal assistance to meeting planning, coordination of agenda, and handling meeting requests.
• Building strong relationships with other Executive Assistants, enabling close collaboration across teams.
• Providing "gatekeeper" role, providing a bridge for smooth communication between the executive and stakeholders, demonstrating leadership to maintain credibility, trust, and support with the Executive Team.
• Working requires analysis and use of initiative and independent judgment, ability to anticipate business needs proactively.
• Remaining knowledgeable of corporate policy. Often called upon to interpret and communicate executive intent to other employees.
• Exercising judgment within generally defined practices and policies to meet objectives.
• Working under minimal supervision with excellent customer service, time management and organizational skills.
• Editing materials for grammar, punctuation, clarity and sentence structure.
• Distributing prepared materials to appropriate parties, e.g., executives, clients, etc. and revising as directed.
• Application of communication skills, both written and verbal, to share knowledge and updates effectively and efficiently as needed.
• Maintaining files on correspondence, reports and other records and keeping the executive and the leadership team informed of meeting changes.
• Coordinating all scheduling of the Board of Directors, including meetings, hotel reservations, meeting space, event planning, air travel, ground transportation, etc., for quarterly Board and Committee meetings, ad hoc meetings and director orientation/onboarding (when needed). Serving as main contact point for all directors’ needs.
• Coordinating the timeline and scheduling of internal meetings of executives in connection with the preparation, review and distribution of agendas and materials for quarterly Board and Committee meetings, ad hoc meetings and director orientation/onboarding (when needed).
• Managing the distribution of board and committee meeting materials via board portals such as BoardVantage.
• Drafting meeting agendas and board notices.
• Serving as project manager for deliverables for each quarterly Board meeting.
• Handling payment of director fees.

Benefits

• Ample development resources to help advance your skills.
• Opportunities to help tackle industry-defining challenges and actively redefine the future of financial services and technology.
• The time to give back to local charities in your community.
• A collegial environment where collaboration, flexibility and respect are top of mind.

What This Job Offers

• Job Type: Full-time
• Career Level: Executive
• Education Level: No Education Listed