Hired by Matrix
Executive Assistant Job at Hired by Matrix in New York
Hired by Matrix, New York, NY, United States, 10019
At-a-Glance:
Are you ready to build your career by joining a global financial institution, If so, our client is hiring an Executive Assistant!
Position Type:
- Contract
- Hybrid (in office 4 days a week).
Required:
- Minimum of 5 years experience in an Executive Administrative Assistant role.
- High level of professionalism and business etiquette.
- Tact and good judgment in confidential situations and experience interacting with senior management.
- Strong working knowledge of Microsoft Word and Outlook.
- Knowledge of general office procedures (e.g., correspondence, scheduling, expenses, calendar management).
- Ability to:
- Learn and become proficient in MS-specific and third-party applications (e.g., expense, travel).
- Effectively communicate with a wide range of stakeholders, both written and verbally.
- Working in a fast-paced environment.
- Able to take independent initiative.
Responsibilities:
- Primarily support the Chief Risk Officer of US Banks & Wealth Management and secondarily the US Banks & Wealth Management Head of Enterprise Risk.
- Provide calendar management and meeting invites, expense management, travel arrangements, and other administrative functions, including general office workflow.
- Providing direct support to senior management
- Will provide administrative and team support to the overall department.
- Timely Reporting and Analysis:
- Ensure that distributor volume reports are not only received but also processed, analyzed, and approved accurately and promptly daily.
- Implement systems or tools to track processing times and error resolution rates, striving for continuous improvement in efficiency and accuracy.
- Productivity Metrics Monitoring:
- Maintain and adhere to the productivity metrics for the team as communicated by Senior Leadership, such as volume recovery resolution processing time, meeting/exceeding error code resolution targets, and adherence to reporting schedules.
- Regularly review these metrics to identify bottlenecks, inefficiencies, or areas for improvement and take proactive measures to address them.
- Deadline Adherence:
- Maintain strict adherence to deadlines for processing distributor volume recovery, ensuring that all tasks are completed within the specified timeframes.
- Develop robust scheduling mechanisms and prioritize tasks based on their impact on financial reporting and compliance requirements.
- Streamlining Processes:
- Continuously evaluate and optimize processes related to distributor volume reporting, and error code resolution to enhance productivity and streamline operations.
- Implement standardized workflows, automation tools, or software solutions to expedite tasks and reduce manual effort.
- Cross-functional Collaboration:
- Collaborate with multi-functional teams such as finance, IT, and sales to ensure alignment on volume recovery deliverables and objectives.
- Coordinate closely with stakeholders to address any issues or concerns related to distributor volume reporting, error code resolution, or financial reporting.
- Risk Mitigation Strategies:
- Develop and implement risk mitigation strategies to safeguard against continual distributor volume reporting errors and fallout, customer disputes, or compliance violations.
- Conduct regular risk assessments and implement controls to minimize the impact of risks on business operations and financial performance.