Executive Administrative Assistant

1 week ago

Glen Allen, United States Seneca Resources Full time

Title: Executive Assistant

Location: Glen Allen, VA (hybrid)

Duration: Contract-to-hire

Job Description:

The Executive Assistant II (EA II) provides support to Chief Risk Officer by managing administrative, operational, and special projects in support of the executives’ work.


The EA II keeps the executive on track, scheduled appropriately, and prepared through efficient prioritization and execution of tasks with the ability to adapt to changing needs and priorities. With very little direction, the EA II proactively manages administrative projects and tasks using tact and discretion. This position works closely with the executive and her leadership team to coordinate efficient operations of the Risk Organization in order to meet the company’s goals and objectives. Ideally, you will be a consistent positive presence in the work environment and approach this role with a ‘no job is too small’ attitude.


Duties and Responsibilities Include:

•Serves as the executive’s liaison to direct reports, teammates, bank leadership, clients, customers, and external parties as a resource for accurate and timely information while maintaining confidentiality and discretion.

•Documents, reviews and distributes minutes and materials for several risk committee meetings, town halls, and team meetings throughout the fiscal year

•Gathers intel and creates Team newsletters for internal distribution

•Handles teammate onboarding and offboarding activities

•Proactively manages the executive’s day through preparation of materials for meetings and events, helping transition between meetings in a timely manner, and planning ahead for potential problems.

•Monitors deadlines by following up on delegated tasks and providing reminders as needed.

•Acts as the eyes and ears for the executive, making recommendations as needed.

•Coordinates all meetings for the executive including scheduling, logistics, catering, collecting materials, and ensuring timely and appropriate follow up.

•Actively monitors the executive’s email inbox, as well as phone calls and regular mail, to ensure timely action and follow up, helping gather accurate information from relevant sources and drafting/sending responses when appropriate.

•Schedules and coordinates the executive’s travel including booking tickets/hotels, developing itineraries, assembling travel packets, researching necessary travel documentation such as visas or passports, etc.

•Continually improves on and implements new systems and processes.

•Manages the executive’s expenses including collecting receipts, submitting reimbursement and expense reports, as well as timely submission and payment of invoices.

•Have the desire to grow his/her skills and assume incremental responsibility and be proactive, nimble, and accessible.

•Perform special projects as assigned.


Knowledge and Skills:

•Demonstrated ability to exercise discretion and maintain confidentiality

•Self-directed and able to work without supervision, displaying initiative and resourcefulness in a fast paced environment.

•Willingness to learn and grow with the company

•Excellent attention to detail, accuracy, and commitment to efficiency

•Results oriented with motivation to take on additional projects and problem solve

•Actively seeks out solutions to problems, offering practical solutions for processes and programs

•Ability to multi-task and prioritize work with strong time management skills

•Ability to remain calm in demanding or stressful situations

•High level written, oral, and interpersonal communication skills


Education and Experience:

•Bachelor’s Degree preferred, or equivalent combination of education and experience (required)

•3+ years of experience as an Administrative/Executive Assistant (required)

•Strong proficiency in Microsoft Office Suite (PowerPoint, Word and Excel) (required)

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