Executive Assistant

Early Warning® • Chicago, IL

36d • $32 - $47 • Hybrid

About The Position

At Early Warning, we’ve powered and protected the U.S. financial system for over thirty years with cutting-edge solutions like Zelle®, Paze℠, and so much more. As a trusted name in payments, we partner with thousands of institutions to increase access to financial services and protect transactions for hundreds of millions of consumers and small businesses. Positions located in Scottsdale, San Francisco, Chicago, or New York follow a hybrid work model to allow for a more collaborative working environment. Candidates responding to this posting must independently possess the eligibility to work in the United States, for any employer, at the date of hire. This position is ineligible for employment Visa sponsorship. Overall Summary This position provides world-class administrative support to enable the business to function at optimal levels. Provides senior level administrative support to the executives and members of the senior leadership team, requiring significant latitude of independent judgment and discretion. Essential Functions Provides administrative support to executives and senior leadership, anticipates needs and proactively executes support functions with a high degree of accuracy and efficiency. Manages executive calendars, coordinates travel arrangements, prepares expense reports and reconciles monthly credit card statements. Coordinates high visibility meetings with external and internal constituents requiring high degree of planning and execution. Attends Executive staff meetings, proactively keep leader and team on track. Handles sensitive and confidential material on a regular basis. Utilizes effective judgment in handling executive email, correspondence, calls, and requests; determines need for executive involvement; responds directly or routes to appropriate individual(s) as necessary. Develops and maintains Microsoft Word documents, PowerPoint decks and Excel spreadsheets documents. Takes personal ownership to coordinate projects and interact with and influence others to deliver expected results. Supports the company’s commitment to risk management and protecting the integrity and confidentiality of systems and data. Satellite Offices: Ensure the operational excellence of the office on a day-to-day basis, including ordering office snacks/beverages, managing catering, greeting/assisting guests, office communications, and planning events / team building activities Manage office seating arrangements by partnering with technology to ensure desks are properly set up Manage relationships with current vendors, source new vendors as applicable for all office operations including building management, cleaning, catering, shipping, office supplies, purchasing, installing furniture and equipment and office maintenance Act as culture champion by partnering with leadership to uphold existing company traditions and values and find new ways to create a fun and collaborative office environment. Assist with local office moves, space planning and buildouts Partner with the Workplace Safety Coordinator to ensure all safety measures are implemented and maintained for all return to office procedure related to Covid Take a proactive approach to identifying opportunities and recommending or initiating actions to improve operations or avoid potential challenges.

Requirements

• High school diploma or GED equivalent.
• Minimum 5 years related administrative work experience with a minimum of 3 years experience supporting senior level management.
• Must be highly organized with strong attention to detail.
• Excellent written and verbal skills, with the ability to effectively edit and proofread.
• Sound judgment and time management to manager multiple priorities.
• Advanced proficiency in Microsoft Outlook, Word, and PowerPoint with intermediate Excel skills.
• Proficient with efficiency tools like WebEx and Microsoft Teams.
• Strong interpersonal skills and high level of professionalism to interact with all levels of internal and external contacts.
• Background and drug screen

Nice To Haves

• Bachelor’s degree
• Five or more years of prior executive assistant experience supporting senior level leaders.
• Ability to take action and make decisions with little to no direction.
• Ability to insert oneself appropriately.
• Proven ability to maintain confidentiality and use appropriate discretion.
• Ability to coordinate projects requiring cross-functional interactions and influence.
• Take a proactive approach to identifying opportunities and recommending or initiating actions to improve operations or avoid potential challenges.

Responsibilities

• Provides administrative support to executives and senior leadership, anticipates needs and proactively executes support functions with a high degree of accuracy and efficiency.
• Manages executive calendars, coordinates travel arrangements, prepares expense reports and reconciles monthly credit card statements.
• Coordinates high visibility meetings with external and internal constituents requiring high degree of planning and execution.
• Attends Executive staff meetings, proactively keep leader and team on track.
• Handles sensitive and confidential material on a regular basis.
• Utilizes effective judgment in handling executive email, correspondence, calls, and requests; determines need for executive involvement; responds directly or routes to appropriate individual(s) as necessary.
• Develops and maintains Microsoft Word documents, PowerPoint decks and Excel spreadsheets documents.
• Takes personal ownership to coordinate projects and interact with and influence others to deliver expected results.
• Supports the company’s commitment to risk management and protecting the integrity and confidentiality of systems and data.
• Ensure the operational excellence of the office on a day-to-day basis, including ordering office snacks/beverages, managing catering, greeting/assisting guests, office communications, and planning events / team building activities
• Manage office seating arrangements by partnering with technology to ensure desks are properly set up
• Manage relationships with current vendors, source new vendors as applicable for all office operations including building management, cleaning, catering, shipping, office supplies, purchasing, installing furniture and equipment and office maintenance
• Act as culture champion by partnering with leadership to uphold existing company traditions and values and find new ways to create a fun and collaborative office environment.
• Assist with local office moves, space planning and buildouts
• Partner with the Workplace Safety Coordinator to ensure all safety measures are implemented and maintained for all return to office procedure related to Covid
• Take a proactive approach to identifying opportunities and recommending or initiating actions to improve operations or avoid potential challenges.

Benefits

• Healthcare Coverage – Competitive medical (PPO/HDHP), dental, and vision plans as well as company contributions to your Health Savings Account (HSA) or pre-tax savings through flexible spending accounts (FSA) for commuting, health & dependent care expenses.
• 401(k) Retirement Plan – Featuring a 100% Company Safe Harbor Match on your first 6% deferral immediately upon eligibility.
• Paid Time Off – Unlimited Time Off for Exempt (salaried) employees, as well as generous PTO for Non-Exempt (hourly) employees, plus 11 paid company holidays and a paid volunteer day.
• 12 weeks of Paid Parental Leave
• Maven Family Planning – provides support through your Parenting journey including egg freezing, fertility, adoption, surrogacy, pregnancy, postpartum, early pediatrics, and returning to work.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED
• Number of Employees: 251-500 employees