Executive Assistant

3 weeks ago

Saint Petersburg, United States Raymond James Full time

Job Summary

Under limited supervision, uses specialized knowledge and skills obtained through experience and/or specialized training to provide advanced, diversified, and confidential secretarial and administrative support to assigned executives at the vice president or equivalent level with responsibility for major organizational functions. Guidance is provided to perform varied work that is somewhat difficult in character requiring evaluation, originality, and ingenuity to make moderately complex decisions. Resolves or recommends solutions to complex problems. Extensive contact with internal and external clients is required to identify, research, and resolve problems.

Essential Duties and Responsibilities

* Maintains confidentiality.
* Serves as a liaison with other functional areas and external clients in the resolution of routine administrative and operational issues.
* Provides executive support including answering telephones; assisting visitors; and resolving and/or referring a range of administrative problems and inquiries.
* Composes and edits correspondence and/or memoranda from dictation, verbal direction or from knowledge of established policies.
* May prepare, transcribe, compose, type, edit, and distribute agendas and minutes of meetings.
* Schedules and coordinates meetings, events, interviews, appointments and/or other similar activities, which may include coordinating travel and lodging arrangements.
* Prepares or assists in preparing statistical and narrative reports by performing information gathering and analysis, as specifically directed.
* Completes expense reports.
* Establishes, maintains, and updates files, databases, records, and other documents.
* Develops and maintains data and performs routine analyses and calculations involved in preparing recurring internal reports.
* Sorts, screens, reviews, and distributes incoming and outgoing mail.
* Composes and prepares timely responses to a variety of routine written inquiries.
* Maintains currency in modern office management methods and techniques.
* Supports VP level and above.
* Performs other duties and responsibilities as assigned.

Knowledge, Skills, and Abilities

Knowledge of

* Intermediate level concepts, principles, and practices of providing executive support.
* Organizational policies and practices.
* Confidentiality policies.
* Investment concepts, practices, and procedures used in the securities industry.
* Principles of banking and finance and securities industry operations.
* Terminology of financial markets and products.

Skill in

* Performing a range of executive support activities for vice presidents of major organizational functional areas.
* Answering telephones and assisting visitors.
* Prepare, transcribing, composing, typing, and editing correspondence, agendas and minutes and other documents.
* Scheduling and coordinating meetings, events, interviews, and appointments.
* Preparing reports including expense reports.
* Gathering and analyzing basic information.
* Establishing and maintaining files, databases, and other records.
* Performing routine analyses and calculations involved in preparing reports.
* Sorting, screening, and distributing mail.
* Operating standard office equipment and using required software applications.

Ability to

* Make administrative and procedural decisions and judgments.
* Analyze and solve problems.
* Maintain currency in modern office management methods and techniques.
* Attend to detail while maintaining a big picture orientation.
* Read, comprehend, and apply business related information.
* Motivate and persuade others to achieve desired outcomes without organizational authority.
* Interpret and apply policies and identify and recommend changes as appropriate.
* Organize, manage, and track multiple detailed tasks and assignments with frequently changing priorities in a fast-paced work environment.
* Communicate effectively, both orally and in writing.
* Work independently as well as collaboratively within a team environment.
* Handle stressful situations and provide a high level of client service in a calm and professional manner.
* Establish and maintain effective working relationships at all levels of the organization.

Educational/Previous Experience Requirements

Education/Previous Experience

* High school diploma and (7) seven plus years' experience in providing secretarial and administrative support to executives at a vice president/department head level in a major function within a large financial planning, investment management or other financial services environment.
* OR ~
* An equivalent combination of education, training, or experience.

Licenses/Certifications

* None required.

Disclaimer

Raymond James Bank is an EOE/AA and VEVRAA Federal Contractor

Priority will be given to protected veterans

EOE/AA: Female/Minorities/Disabled/Protected Veterans/LGBT

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