Executive Assistant

RBC•New York, NY

25d•$75,000 - $105,000•Onsite

About The Position

Provide Senior level administrative support to the leadership team for RBC US. Maintain extremely busy outlook calendars and manage the coordination and logistics of both internal and external meetings for the team. Manage complex scheduling across internal and external stakeholders. Help organize and execute events for the executive team and external onsite meetings. Arrange and coordinate domestic and international travel agendas. Process expense reports for senior leaders, assist with the expense pre-approval process and ensure all policies are followed and items are processed within provided guidelines. Act as a subject matter expert for the team, regarding T&E as well as other policies and procedures. Arrange all aspects of in person and virtual meetings. Ensure the executive is well-prepared for meetings and events. Manage the Contingent Workforce Management (CWM) and Statement of Work (SoW) processes for the team, including but not limited to, onboarding and offboarding consultant / contractor resources. Assist with technology requests, supply orders and miscellaneous queries. Assist with recruiting, staff on-boarding, and staff off-boarding, which includes requesting equipment setup and system access. Create and edit spreadsheets and presentations, including printing, copying, collating and binding, for internal and external meetings. Handle regular activities without prompting, and advise in advance of issues or delays. Work cooperatively with other team members in positive partnership to support and provide overall coverage and backup support. Adapt quickly to shifting priorities and make judgment calls in ambiguous situations. Lead and coordinate ad hoc projects as requested.

Requirements

At least 5-7+ years supporting senior executives within the finance industry
The ideal candidate will be experienced in handling a wide range of administrative and executive support tasks, able to work independently, and capable of maintain a high level of professionalism
Incredible organizational skills, attention to detail, and time management
A natural problem-solver who is calm under pressure and thrives in fast-paced environments
Able to handle confidential information with discretion
Skilled at handling multiple tasks and confident in communicating priorities if needed
Emotionally intelligent and able to build trust and rapport with senior leaders
Driven, curious, and eager to take on more responsibility over time
Bachelor’s degree or equivalent
Ability to work in a dynamic, fast-paced environment
Ability to organize, prioritize, multi-task and solve problems efficiently
High attention to detail
Strong written and verbal communication skills
High proficiency in Microsoft applications - Outlook, Word, Excel, PowerPoint
Exhibits sound judgement and decision-making abilities
Ability to interact effectively and establish good working relationships with other internal and external personnel
Excellent telephone etiquette
Self-starter with ability to work independently
Tech Savvy - proficient in Microsoft Office Suite and willingness to learn various video conferencing platforms (webex, zoom, teams)

Responsibilities

Maintain extremely busy outlook calendars and manage the coordination and logistics of both internal and external meetings for team.
Manage complex scheduling across internal and external stakeholders
Help organize and execute events for executive team and external onsite meetings
Arrange and coordinate domestic and international travel agendas
Process expense reports for senior leaders, assist with expense pre-approval process and ensure all policies are followed and items are processed within provided guidelines
Act as a subject matter expert for the team, regarding T&E as well as other policies and procedures
Arrange all aspect of in person and virtual meetings
Ensure the executive is well-prepared for meetings and events
Manage the Contingent Workforce Management (CWM) and Statement of Work (SoW) processes for the team, including but not limited to, onboarding and offboarding consultant / contractor resources
Assist with technology requests, supply orders and miscellaneous queries
Assist with recruiting, staff on-boarding, and staff off-boarding, which includes requesting equipment setup and system access
Create and edit spreadsheets and presentations, including printing, copying, collating and binding, for internal and external meetings
Handle regular activities without prompting, and advise in advance of issues or delays
Work cooperatively with other team members in positive partnership to support and provide overall coverage and backup support
Adapt quickly to shifting priorities and make judgment calls in ambiguous situations
Lead and coordinate ad hoc projects as requested