Executive Assistant

Job Description:

At Bank of America, we are guided by a common purpose to help make financial lives better through the power of every connection. Responsible Growth is how we run our company and how we deliver for our clients, teammates, communities and shareholders every day. 
 
One of the keys to driving Responsible Growth is being a great place to work for our teammates around the world. We’re devoted to being a diverse and inclusive workplace for everyone. We hire individuals with a broad range of backgrounds and experiences and invest heavily in our teammates and their families by offering competitive benefits to support their physical, emotional, and financial well-being. 
 
Bank of America believes both in the importance of working together and offering flexibility to our employees. We use a multi-faceted approach for flexibility, depending on the various roles in our organization. 
 
Working at Bank of America will give you a great career with opportunities to learn, grow and make an impact, along with the power to make a difference. Join us!

Job Description:
This job is responsible for providing diverse and confidential administrative support, including extensive calendar management. Key responsibilities include supporting management with administrative tasks, coordinating travel arrangements, processing expenses, gathering and reporting information relevant to/for the executive, and responding to incoming mail. Job expectations may include assisting with organizing in-person meetings and off-sites and managing different and conflicting objectives, projects, or activities in a responsive and personable manner.

LOB Description:

Handling administrative duties. Performs diverse, advanced and confidential administrative support including composing, signing and releasing routine but somewhat complex correspondence. Relieves management of administrative details; gathers, compiles and reports information relevant to/for the executive. Reads, screens, refers and responds to incoming mail, ensuring that referrals are made, responses are gathered and summarized. Typically manages different and conflicting objectives, projects or activities at once. Coordinates schedules for corporate level executives. May act as liaison to outside groups coordinating events where the executive is a corporate chair, director or committee member. Communicates with executives and line management to gather/convey relevant information. Some staff at this level are involved in high-level client contact and exposure to sensitive information and must use considerable tact, diplomacy and judgment.

Responsibilities:
• Communicates with executives and line management to gather and convey relevant information
• Answers manager's phone line, documenting accurate messages and handling calls with appropriate judgment 
• Proactively manages the calendar of multiple stakeholders, effectively resolving conflicts that arise in a professional manner
• Manages all travel planning and expenses, coordinating schedules for executive to maximize time and create efficiencies
• Prepares meeting minutes and related meeting documents, utilizing written and oral communication skills
• Liaises with outside groups to coordinate events where the executive is a corporate chair, director, or committee member
• Engages in high-level client contact and supports conversations related to sensitive information, utilizing considerable diplomacy and judgment

• Heavy calendar management (coordinating and scheduling internal and external meetings), while ensuring the Executive is prepared with the appropriate documentation, information and reports needed to participate

• Arranging meetings with teleconference and videoconference capabilities by coordinating meeting and site locations

• Creating meeting agendas and compiling and distributing meeting minutes

• Extensive scheduling of domestic travel

• Completing, reviewing and/or approving travel and expense reports

• Screening and responding to incoming calls: forwarding & responding pro-actively as appropriate

• Regular communication and interaction with all levels of leaders and business partners (i.e. Finance, Human Resources and Technology) to gather or convey relevant or sensitive information

• Processing various Workday transactions including terminations, transfers, staffing requisitions, etc.

• Assisting with the planning of the All-Hands, Town Halls and off-site events

• Composing and preparing correspondence, presentations, reports, spreadsheets etc.

• Reviewing and approving ARM requests, technology requests, office supply orders, global recognition awards, milestone tracking, etc.

• Prioritizing conflicting needs and handling matters expeditiously and proactively

• Serving as on-site administrative support for local employees and being a resource for basic company policies and procedures

Required Qualifications:

•  3+ years of experience providing administrative support at the senior management level

• Advanced experience with Outlook and other MS Office programs (Excel, PowerPoint, Word, One Note, WebEx, SharePoint and Skype)

•  Concur or similar experience processing travel and expenses

•  Experience coordinating meeting logistics across multiple organizations

•  Professional and polished in-person, over the phone and in email communications, while appropriately managing sensitive and confidential information

•  Proven relationship building skills and experience effectively working well with different interpersonal styles

•  Detail oriented, highly organized and strong time management, multi-tasking and prioritization skills

•  Must possess good judgment and strong critical thinking skills

•  Ability to work effectively under pressure and time constraints

•  Exemplary demonstrated work ethic and pro-active, ‘can do’ approach

•  Ability to learn quickly and take on new responsibilities

Desired Qualifications:

Skills:
• Administrative Services
• Attention to Detail
• Customer and Client Focus
• Planning
• Prioritization
• Event Planning
• Adaptability
• Collaboration
• Problem Solving
• Research
• Facilities Management
• Office Administration
• Oral Communications
• Written Communications
• Recording/Organizing Information

Shift:

Hours Per Week: