Synovus is hiring: Executive Assistant (Onsite) in Birmingham

Job Description

Job Summary

Provides administrative and operational support to senior management and/or business unit staff. Manages a wide variety of activities and confidential matters with discretion. Maintains calendars, schedules meetings and conference calls. Coordinates travel arrangements and itineraries and related plans. Monitors email and researches and manages information requests. Answers and directs telephone calls and greets visitors in a professional manner. Organizes data and prepares correspondence, reports and presentations. Assists with special assignments and participates on various project teams as requested.

Job Duties and Responsibilities

The information on this description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job.

• Performs administrative and operational functions in support of senior manager and/or business unit staff. Facilitates management and business unit communications through email and hard copy. Manages the workflow of documents requiring management attention and/or approval and routes sensitive and confidential information.
• Composes various types of correspondence, compiling and integrating data from a variety of sources. Provides support by assisting with the development of internal communications from draft state to final publication. Creates, edits, proofreads and publishes formal presentations and reports adhering to established style guides and leadership preferences
• Schedules and manages calendars, prioritizing and resolving scheduling conflicts, sending invitations and reminders as needed. Coordinates travel, verifies required travel documentation and determines appropriate timelines to proactively avoid travel conflicts.
• Coordinates and manages internal and off-site meetings and events including scheduling facilities, equipment, catering, and coordinating travel arrangements including flights, car rental, and hotel accommodations as needed. Prepares, assembles and distributes meeting and event materials. Attends staff meetings and other meetings and records detailed meeting minutes.
• Serves as a resource and aide to contacts seeking assistance from the management or business unit staff. Responds to internal and external inquires regarding the business unit. Screens and routes telephone calls, assisting callers as required. Relays messages to appropriate team members. Greets guests with a courteous and professional demeanor. Notifies management and team members of visitors and/or directs visitors as appropriate. Coordinates visitor badges and Wi-Fi access.
• Processes credit card statements, out-of-pocket expenses, and invoices for management and/or business unit. Creates, submits and monitors expense reports and associated documentation using internal expense reporting system. Coordinates various daily, weekly, monthly reporting. Maintains business unit budget and records expenditures as requested.
• Processes internal orders or requests related to facilities, travel reimbursements, and office supplies. Monitors orders/requests using spreadsheets or appropriate internal systems and databases. Maintains an inventory of routine office supplies. Operates office equipment such as copy and fax machines, scanners, and phone systems and arranges for equipment repairs as needed.
• May serve on one or more project teams that require cross collaboration of team members. Facilitates communication efforts throughout the business unit and assists in tracking project timelines and meeting deadlines. Manages confidential information in accordance with applicable policies and procedures.
• Provides back-up support and coverage to other administrative staff as required. Develops and maintains positive working relationships. Supports groups initiatives and works to reach common goals.
• Each team member is expected to be aware of risk within their functional area. This includes observing all policies, procedures, laws, regulations and risk limits specific to their role. Additionally, they should raise and report known or suspected violations to the appropriate Company authority in a timely fashion.
• Performs other related duties as required.

Synovus is an Equal Opportunity Employer supporting diversity in the workplace

Minimum Requirements

Minimum Education:

High school diploma or equivalent.

Minimum Experience:

Two (2) years of experience supporting senior management in a corporate environment and performing a wide variety of progressively responsible administrative work.

Certifications:

Required Knowledge, Skills, Abilities:

• Ability to make general operational decisions independently with confidence and in compliance with established guidelines
• Knowledge of the company's organizational structure and channels
• Proficiency using Microsoft Office software products
• Analytical and project management skills
• Communication skills and the ability to communicate effectively both verbally and in writing
• Organizational skills and the ability to maintain information in a logical and easily accessible manner
• Customer service skills and the ability to portray a positive image of the business unit represented
• Interpersonal skills and the ability to communicate with individuals at various levels within and outside the company
• Detail oriented and focused
• Ability to create documents in an efficient and timely manner with minimal errors
• Ability to maintain confidentiality
• Knowledge of standard office equipment, it's operation and use

Additional Information

Preferred Knowledge, Skills, Abilities:

• Industry and/or departmental specific experience is preferred
• Knowledge of the company's organizational structure and channels
• Associate's degree