Executive Support Specialist

1 week ago

Raleigh North Carolina, United States First Citizens Bank Full time

About the Role:

This position will support the Chief Compliance Officer at First Citizens Bank. The ideal candidate will perform a wide range of administrative and staff support duties at an advanced complexity level. Performs successfully in high-pressure situations with strict deadlines. Assists with extensive multi-calendar scheduling.

Key Responsibilities:

  • Support: Responsible for proactive administrative, logistical, and technical support, assessing and resolving issues that affect daily operations. Ensures functionality and accessibility of office equipment, supplies, and facilities. Coordinates special projects and acts as a department representative within the Bank.
  • Documentation: Prepares and maintains a variety of records, performing activities including copying, printing, and filing. May create presentations or other items to assist in business goals.
  • Scheduling: Maintains department calendars and schedules. Coordinates meetings, travel plans, and other events effectively, arranging all necessary logistics and materials.
  • Communication: Collaborates successfully with management and associates in completion of daily administration duties. Maintains open and positive communication when receiving, answering, and directing department correspondence.

Additional Responsibilities:

  • Compile meeting materials, attend team meetings, create meeting minutes, and maintain follow-up on deliverables and action items from team meetings.
  • Work closely and collaborate with Risk Administrative Assistants.
  • Coordinate team announcements and communications, including those sent on behalf of the leader.
  • Organize offsites, virtual offsites, working sessions, and all-day meeting logistics.
  • Coordinate team events and social activities.
  • Assist in FTE and contractor interview scheduling and onboarding for senior leader level.
  • Assist with onboarding of new hires (FTE and contractors).
  • Assist with domestic and international travel arrangements and preparing travel itineraries.
  • Process vendor SOWs, invoices, and onboarding.
  • Process expense reports and manage expense approvals with leader's guidance.
  • Process/approve UAP system access requests with leader's guidance.
  • Assist in building/maintaining and updating all team sites (e.g., SharePoint, Teams).
  • Using and troubleshooting virtual conference tools.

Requirements:

  • Bachelor's Degree and 1 year of experience in Advanced Administrative or High School Diploma or GED and 5 years of experience in Advanced Administrative.
  • Minimum 3 – 5 years of supporting Senior Level.
  • Ability to communicate professionally, confidently, and promptly.
  • Above and beyond attention to detail in all aspects.
  • Actively assist in keeping all administrative processes and documentation current.
  • Strong planning and organizational skills.
  • Must be able to handle sensitive/confidential information requiring a high level of discretion.
  • Must have excellent verbal and written skills.

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