Executive Assistant Job at Phyton Talent Advisors in Saint Petersburg

Base pay range

$29.00/hr - $30.00/hr

About the Role

Maintains confidentiality. Provides executive support including answering telephones; assisting visitors; and resolving and/or referring a range of administrative problems and inquiries.

Responsibilities

• Schedules and coordinates meetings, events, lunches, interviews, appointments and/or other similar activities, which may include coordinating travel and lodging arrangements.
• Responsible for the procurement of office supplies and kitchen supplies, which includes unpacking and backfilling the kitchen and supply cabinets on the organizations floor.
• Assist with hoteling issues that may arise throughout the day within the executive’s organization. This may include but not limited to physically going to a workstation on the floor and troubleshooting the issue, correcting the issue with known fixes, reaching out to End User Support for replacement of equipment, etc.
• Submit expense reports weekly and reconcile Corporate American Express accounts of the executives.
• Sorts, screens, reviews and distributes incoming and outgoing email.
• Build strong professional relationships with colleagues within the IT Admin Team and within the firm.

Qualifications

• High School diploma and 4-6 years of experience in providing secretarial and administrative support to executives at a senior vice president/department head level in a major function within a large financial planning, investment management or other financial services environment.

Required Skills

• 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 technology products
• Performing a range of executive support activities for a senior vice president of a major organizational functional area
• 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
• Establishing and maintaining files, databases and other records
• Performing routine analyses and calculations involved in preparing reports
• Sorting, screening and distributing email
• Microsoft 365 Software Applications, Concur, Viso, MS Teams, Zoom, standard office equipment

Seniority level

• Associate

Employment type

• Contract

Job function

• Administrative

Industries

• Banking, Investment Banking, and Financial Services