Executive Assistant

Raymond James • Saint Petersburg, FL

1d

About The Position

Under administrative direction, uses specialized knowledge and skills obtained through experience and/or specialized training to provide advanced, diversified and confidential secretarial and administrative support to a senior level Executive. Some guidance is provided to perform varied work that is difficult in character requiring evaluation, originality and ingenuity to make some complex decisions. Resolves complex problems and recommends responses to new or unusual situations. Extensive contact with internal and external customers is required to identify, research and resolve problems. May communicate information to internal or external customers to sell or service products.

Requirements

• Knowledge of: Advanced concepts, principles and practices of providing executive support.
• Organizational policies and practices.
• Confidentiality policies.
• Investment concepts, practices and procedures used in the securities industry.
• Principles of banking and finance and securities industry operations.
• Advanced terminology of financial markets and products.
• Skill in: Performing diverse administrative tasks for a top level executive while maintaining strict confidentiality.
• Creating, composing and editing correspondence and documentation.
• Researching information.
• Gathering and compiling data and information.
• Selecting relevant data from a variety of sources and preparing reports.
• Answering telephones and reviewing and controlling incoming and outgoing correspondence and following up on operational commitments.
• Scheduling appointments and maintaining calendars and schedules.
• Coordinating meetings, events and travel arrangements.
• Establishing and maintaining files, inventories and records.
• Implementing and maintaining data management systems.
• Operating standard office equipment and using required software applications.
• Ability to: Make administrative and procedural decisions and judgments.
• Analyze and solve problems.
• Maintain currency in modern office management methods and techniques.
• Attend to detail while maintaining a big picture orientation.
• Read, comprehend and apply business related information.
• Gather information, identify linkages and trends and apply findings to assignments.
• Motivate and persuade others to achieve desired outcomes without organizational authority.
• Interpret and apply policies and identify and recommend changes as appropriate.
• Organize, manage and track multiple detailed tasks and assignments with frequently changing priorities in a fast-paced work environment.
• Communicate effectively, both orally and in writing.
• Work independently as well as collaboratively within a team environment.
• Handle stressful situations and provide a high level of customer service in a calm and professional manner.
• Establish and maintain effective working relationships at all levels of the organization.
• Education/Previous Experience Requirements Education/Previous Experience High School diploma and (10+) ten plus years experience in providing secretarial and administrative support to a top level executive in a large financial planning, investment management or other financial services environment.
• OR ~ An equivalent combination of education, training or experience.

Responsibilities

• Maintains confidentiality.
• Serves as a central point of liaison with other functional areas and external stakeholders in the resolution of high level corporate issues.
• Utilizes knowledge and understanding of operational policies and procedures to create, compose and edit executive correspondence and documentation.
• Researches, gathers and compiles data and information; prepares reports and summaries; and replies to inquiries, selecting relevant data from a variety of sources.
• Monitors, reconciles and assists with fiscal administration of the executive office.
• Provides and/or oversees executive support activities , including answering telephones; resolving problems and inquiries of visitors; reviewing and controlling incoming and outgoing correspondence; and following up on executive commitments.
• Schedules appointments; maintains calendar; and schedules and coordinates meetings, events and/or travel arrangements.
• Establishes, updates and maintains files, inventories and records and implements and maintains data management systems.
• Operates standard office equipment and uses required software applications.
• Performs other duties and responsibilities as assigned.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED