Title: Executive Administrative Assistant
Duration: 12+ Months contract with Possible Extensions
Location: New York, NY
Job Summary & Responsibilities:
- Coordinate administrative support activities across three departments with varying workloads, priorities, and stakeholders.
- Manage highly complex calendars, meeting logistics, and proactively resolve competing priorities.
- Track project tasks, deadlines, and deliverables using spreadsheets or tracking tools.
- Prepare and organize meeting materials, agendas, and follow-up action items.
- Serve as a central point of contact for administrative requests and information flow.
- Oversee travel coordination and expense tracking for leadership-level activities.
- Coordinate travel logistics and expense submissions and manage the Function's discretionary and nondiscretionary travel as part of project support.
- Support strategic initiatives, special projects, and leadership communications.
- Identify process improvements to increase efficiency at the executive level/
- Monitor workload volume and flag scheduling conflicts or risks to timelines.
- Support onboarding/offboarding tasks and ad hoc administrative project needs.
- Partner with other Research Executive Assistants in supporting group wide administrative and office support needs, such as mail distribution and phone coverage.
- Prepare requests for visitors and access requests for drug screening, fingerprinting and ID card requests.
- Work on project teams – Conference and Event Management, Visiting Professors, and PhD Recruiting, including, maintaining data, tables and charts for tracking and informational purposes.
Qualifications:
- Bachelor's degree or 3-5 years equivalent administrative or office support experience.
- Excellent understanding of the Bank's operating policies and procedures, including but not limited to Time and Labor, travel reimbursement, purchasing, disbursing and document retention.
- Ability to work in a team environment, where workflow is subject to changing priorities.
- Strong organization and multitasking skills.
- Effective interpersonal communication skills.
- Proficiency with scheduling tools and basic reporting; excellent customer service skills.
- Excellent judgment and discretion in handling sensitive data and confidential information.
- Ability to work with minimum supervision and guidance.
- Proficiency in various software, MS 365 Suite (Excel, Word, OneDrive, OneNote, Outlook, PowerPoint, SharePoint, Teams), Event Management, Web Ex, Zoom, etc.
