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Senior Assistant Supervisor - Business Executive Support
senior · Other
Commercial and Investment Bank (CIB), Business Support Management is a dedicated, specialized support function leveraged by the CIB to streamline internal operations, strengthen controls, reduce bureaucracy, and facilitate partnerships with various subject matter expert organizations (e.g., Technology, Real Estate, HR, etc.)
As a Senior Assistant Supervisor in Business Support Management, you are expected to be a strong partner to the executives and team/s you will support, as well as to the broader admin group. You must be flexible, proactive, efficient, and a highly resourceful team player. You should possess strong administrative and organizational skills, along with the ability to maintain a realistic balance among multiple priorities. Exercising sound judgment in diverse situations and ensuring confidentiality are essential for your role.
Job responsibilities:
- Administrative Support: Priority alignment with high touch Managing Directors (MDs) and Executive Directors (EDs), either as the Primary or Alternate Admin Support, act as plug & play backups or interim support during extended leaves or resignations of critical admins
- Calendar Management: Efficiently manage and coordinate active calendars for multiple executives, ensuring optimal scheduling and prioritization of meetings and appointments
- Meeting Scheduling: Effectively manage internal related activities such as meetings and communications with a high degree of professionalism, accuracy and confidentiality
- Communication: Exhibit effective communication by clearly articulating ideas in conversations and crafting concise, well-structured emails that convey information accurately and professionally.
- Travel Coordination: Arrange and manage intricate domestic and international travels, ensuring seamless logistics and adherence to company policies
- Expense Management: Process invoices and expense claims, ensuring compliance to the firm’s guidelines.
- Event Planning: Organize and coordinate internal and external events, including meetings, conferences, and team-building activities.
- Document Preparation: Prepare high-quality reports, presentations, and internal communications, utilizing advanced Microsoft Office skills (PowerPoint, Excel)
- Project Support and Reporting: Assist with various projects and initiatives, contributing to the organization's operational efficiency and strategic goals, support the Business Support Associates on team requirements (attendance tracking, status reporting, etc.)
- Relationship Building: Foster strong relationships with key partners, including local and regional administrative assistants to create a collaborative and supportive work environment
- Subject Matter Expertise: Serve as Subject Matter Experts (SMEs) in areas such as Travel & Expense (T&E), Sales Enablement, MS Tools, and Large Language Model (LLM). Act as a buddy or mentor for new hires, facilitate the new hire admin training program (Act as trainers, plan the training schedules and manage coordination).
Required qualifications, capabilities, and skills:
- Minimum of 5 years in a senior administrative or executive assistant role, with strong experience engaging with senior leaders and diverse, distributed teams, with a background in a client facing role in a multinational firm
- Excellent written and verbal communication skills, strong proficiency in Microsoft Office Suite, exceptional organizational skills and the ability to manage multiple priorities in a fast-paced environment, can adeptly handle ambiguity
- Proactively anticipates needs and provides valuable insights by resourcefully analyzing situations and solving problems, identifies potential challenges and opportunities to suggest strategic solutions, and adeptly adapts to changing priorities to effectively support executives and advance organizational goals
- Excellent written and verbal communication skills, with a keen attention to detail
- Strong team orientation and the ability to build and maintain relationships internal and external stakeholders, can lead and influence without having positional authority, enthusiastic, self-motivated, calm and effective under pressure
- Demonstrated discretion and good judgment in handling confidential information and executive-level matters, a forward thinker who anticipates stakeholder needs
- Willingness to work core US hours
Preferred qualifications, capabilities, and skills:
- Highly comfortable with learning and adapting to new technologies and productivity tools;
- Willingness to work flexible hours as dictated by the needs of the business