Executive Management Assistant for Citis Chief Human Resources Officer

Citigroup • New York, NY

6d • Hybrid

About The Position

The Executive Management Assistant provides administrative and operational support to Citi's Head of Human Resources. This role is responsible for managing correspondence, managing calendars and appointments, arranging conferences and conference calls, making travel arrangements, and providing other administrative tasks. This role requires exceptional organizational skills, discretion, and the ability to manage complex priorities in a fast-paced, global environment with a multitude of stakeholders. Responsibilities: Calendar and Meeting Management: Directly supports member of the Executive Management Team, Citi's Chief Human Resources Officer (CHRO). Proactively manages the CHRO's calendar, coordinating all aspects of in-person and virtual meetings, offsites, and conferences, potentially across multiple international time zones. Manages all logistical aspects for executive engagements: room bookings, catering, attendance tracking and technology support. Prepares, distributes, and manages meeting materials and agendas. Communication and Information Flow: Serves as a primary point of contact, managing incoming inquiries and correspondence for timely responses. Liaises professionally and efficiently with internal and external stakeholders, managing requests and information flow. Prepares internal/external correspondence in addition to maintaining, answering, and routing correspondence not requiring the manager's attention. Travel and Expense Coordination: Coordinates end-to-end travel arrangements, including detailed itineraries, flights, hotels, ground transportation, passports, and visas. Prepares, reconciles, and tracks expense reports through Travel and Entertainment Expense system. Risk and Compliance: Appropriately assesses risk when business decisions are made, demonstrating particular consideration for the firm's reputation and safeguarding Citigroup, its clients and assets, by driving compliance with applicable laws, rules and regulations, adhering to Policy, applying sound ethical judgment regarding personal behavior, conduct and business practices, and escalating, managing and reporting control issues with transparency. Ensures the highest level of confidentiality and discretion with sensitive information. Represents CHRO's office with highest level of integrity. Administrative and Project Support: Assists with creation/modification of presentations, spreadsheets, and other documents, including materials for the CEO, Executive Management Team, Board of Directors, Shareholders, Regulators, and Clients. Orders supplies and processes invoices through Procure to Pay system. Assists in special projects, as needed. Collaborates effectively and work closely with other Executive Assistants (EAs) to enable successful meeting management. Enables flexibility and agility in meeting management. Provides back up support for administrative staff when required. Other: Ability to work onsite at 388 Greenwich Street, NY, NY, on hybrid schedule. Qualifications: Previous office administration experience, preferably within a large and complex financial services or similar organization. Highly proficient in Microsoft Office. Significant senior level executive administrative experience at the C-suite level. Consistently demonstrates clear and concise written and verbal communication skills. Demonstrated ability to quickly gain command of new systems. Self-motivated and detail oriented with ability to manage multiple tasks in collaboration with partners and stakeholders. Excellent organizational skills and ability to work proactively without close supervision. Education: Bachelor's/University degree or equivalent experience.

Requirements

• Previous office administration experience, preferably within a large and complex financial services or similar organization.
• Highly proficient in Microsoft Office.
• Significant senior level executive administrative experience at the C-suite level.
• Consistently demonstrates clear and concise written and verbal communication skills.
• Demonstrated ability to quickly gain command of new systems.
• Self-motivated and detail oriented with ability to manage multiple tasks in collaboration with partners and stakeholders.
• Excellent organizational skills and ability to work proactively without close supervision.
• Bachelor's/University degree or equivalent experience.

Responsibilities

• Calendar and Meeting Management: Directly supports member of the Executive Management Team, Citi's Chief Human Resources Officer (CHRO). Proactively manages the CHRO's calendar, coordinating all aspects of in-person and virtual meetings, offsites, and conferences, potentially across multiple international time zones. Manages all logistical aspects for executive engagements: room bookings, catering, attendance tracking and technology support. Prepares, distributes, and manages meeting materials and agendas.
• Communication and Information Flow: Serves as a primary point of contact, managing incoming inquiries and correspondence for timely responses. Liaises professionally and efficiently with internal and external stakeholders, managing requests and information flow. Prepares internal/external correspondence in addition to maintaining, answering, and routing correspondence not requiring the manager's attention.
• Travel and Expense Coordination: Coordinates end-to-end travel arrangements, including detailed itineraries, flights, hotels, ground transportation, passports, and visas. Prepares, reconciles, and tracks expense reports through Travel and Entertainment Expense system.
• Risk and Compliance: Appropriately assesses risk when business decisions are made, demonstrating particular consideration for the firm's reputation and safeguarding Citigroup, its clients and assets, by driving compliance with applicable laws, rules and regulations, adhering to Policy, applying sound ethical judgment regarding personal behavior, conduct and business practices, and escalating, managing and reporting control issues with transparency. Ensures the highest level of confidentiality and discretion with sensitive information. Represents CHRO's office with highest level of integrity.
• Administrative and Project Support: Assists with creation/modification of presentations, spreadsheets, and other documents, including materials for the CEO, Executive Management Team, Board of Directors, Shareholders, Regulators, and Clients. Orders supplies and processes invoices through Procure to Pay system. Assists in special projects, as needed. Collaborates effectively and work closely with other Executive Assistants (EAs) to enable successful meeting management. Enables flexibility and agility in meeting management. Provides back up support for administrative staff when required.

Benefits

• In addition to salary, Citi's offerings may also include, for eligible employees, discretionary and formulaic incentive and retention awards.
• Citi offers competitive employee benefits, including: medical, dental & vision coverage; 401(k); life, accident, and disability insurance; and wellness programs.
• Citi also offers paid time off packages, including planned time off (vacation), unplanned time off (sick leave), and paid holidays.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Number of Employees: 5,001-10,000 employees