Senior executive assistant job description

1. Maintain, update and disseminate the Master Project List for the COE.

2. Executive level administrative support including but not limited to calendar management, travel arrangement and executive office management as directed.

3. Organization and scheduling of meetings which will include research and gathering of information, preparing presentations/materials as well as tracking follow-up and action items. Ensuring appropriate attendance and individuals are prepared for meetings.

4. Co-ordination with appropriate individuals to ensure timely completion of initiatives.

5. Manage projects as needed, ensuring target and deadlines are achieved.

6. Gather information from subject matter experts and leaders as needed to assist in meeting goals and objectives.

7. Consolidate information and conduct analysis as needed.

8. Build and maintain relationships with peers to ensure cross-group collaboration.

9. Other projects and responsibilities as assigned.

Essential Requirements:

Educational Background:

· High School Diploma or equivalent

Professional Experience:

· 8+ years of progressive administrative business experience with proficiency in project management.

· Demonstrated problem resolution and decision-making skills.

· Experience in managing complex situations and multiple responsibilities simultaneously.

· Demonstrated ability to deal with highly confidential information and sensitive matters involving external customers.

· Ability to effectively influence/communicate at all levels of the organization. Strong program and project management, demonstrated negotiation skills while working within established business priorities and constraints

Knowledge:

· Business process skills

· Project Management

· Financial & business acumen

· Executive Office experience

Skills:

· Strong oral and written communication skills

· Proven ability to establish strategic relationships and leverage resources

· Work independently

· Multi-task

· Advanced administrative skills – Word, Excel, PowerPoint

· Calendar managemen

:

At Hertz, we champion and celebrate a culture of diversity and inclusion. We take affirmative steps to promote employment and advancement opportunities. The endless variety of perspectives, experiences, skills and talents that our employees invest in their work every day represent a significant part of our culture – and our success and reputation as a company.

Individuals are encouraged to apply for positions because of the characteristics that make them unique.

Qualified applicants with criminal histories will be considered for employment in a manner consistent with applicable federal, state and local law. Hertz is a drug free workplace.

EOE, including disability/veteran

A successful Senior Executive Administrative Assistant possesses structure, attention to detail, quality focus, high energy and flexibility to a high-paced deadline driven organization. In this role you will need to work well in a team environment, be able to represent the Head of Corporate Banking North America with professional courtesy and acumen, and deliver flawless work output. Your daily routine also includes interaction with various executive level internal clients across the lines of businesses. You will need to adapt procedures, processes and techniques to complete assignments in line with the department's activities and goals.
Responsibilities


Maintain complex and detailed calendars Screen incoming calls and determine the level of priority, while using caution in dispensing information Manage the coordination and logistics of both internal and external meetings Arrange and coordinate complicated domestic and international travel Organize all aspects for offsite conferences and external events, including catering and transportation Process invoices and T&E expense claims for team members. Ensure all policies are followed and items are processed within provided guidelines. Act as a subject matter experts for policies and procedures Produce high quality emails and messages to individuals at all levels of the organization Maintain current organizational charts and Executive Bio's Handle regular activities without prompting, and advise in advance with issues or delays Assist in editing spreadsheets and presentations, including printing and binding, for client meetings Work cooperatively with the administrative assistants team, in positive partnership to support each other smoothly Lead and coordinate on ad hoc projects as requested


Qualifications


At least five years of administrative experience, ideally supporting at the Managing Director level (or equivalent) or above Advanced ability to organize Tact and good judgment in confidential situations, and proven experience interacting with senior management Strong interpersonal, written, and oral communication skills Strong proficiency in Microsoft Office Excellent telephone etiquette and ability to manage competing priorities i.e. calendar management College degree is a plus


JPMorgan Chase & Co., one of the oldest financial institutions, offers innovative financial solutions to millions of consumers, small businesses and many of the world's most prominent corporate, institutional and government clients under the J.P. Morgan and Chase brands. Our history spans over 200 years and today we are a leader in investment banking, consumer and small business banking, commercial banking, financial transaction processing and asset management.

We recognize that our people are our strength and the diverse talents they bring to our global workforce are directly linked to our success. We are an equal opportunity employer and place a high value on diversity and inclusion at our company. We do not discriminate on the basis of any protected attribute, including race, religion, color, national origin, gender, sexual orientation, gender identity, gender expression, age, marital or veteran status, pregnancy or disability, or any other basis protected under applicable law. In accordance with applicable law, we make reasonable accommodations for applicants' and employees' religious practices and beliefs, as well as any mental health or physical disability needs.

The health and safety of our colleagues, candidates, clients and communities has been a top priority in light of the COVID-19 pandemic. JPMorgan Chase was awarded the "WELL Health-Safety Rating" for all of our 6,200 locations globally based on our operational policies, maintenance protocols, stakeholder engagement and emergency plans to address a post-COVID-19 environment.

As a part of our commitment to health and safety, we have implemented various COVID-related health and safety requirements for our workforce. Employees are expected to follow the Firm's current COVID-19 or other infectious disease health and safety requirements, including local requirements. Requirements include sharing information including your vaccine card in the firm's vaccine record tool, and may include mask wearing. Requirements may change in the future with the evolving public health landscape. JPMorgan Chase will consider accommodation requests as required by applicable law.

Equal Opportunity Employer/Disability/Veterans

Serves as executive assistant to the VP/GM Intel Solutions / Modeling & Simulation Solutions and its business areas.Will be the primary Point of Contact (POC) for the office and provide administrative support by performing a variety of complex and routine administrative duties in compliance with written and oral guidance and policies.

The ideal candidate will be experienced working in a classified environment with the ability to handle a wide range of administrative and executive support related tasks.
Responsibilities will include:
Facilitate daily office operations (e.g., scheduling and coordinating meetings, calendar management, and general office logistics) with an emphasis on calendar de-confliction and hybrid challenges (virtual, on-site, customer) Attend and participate in unclassified and classified meetings, take meeting notes, record taskers and actions, and update the staff when necessary Review incoming and outgoing correspondence, including prepare documents for signature and ensure proper routing Edit presentations, briefings, and reports; check for formatting, proofread, and edit as necessary; Coordinate travel logistics and itineraries. Monitor travel-related expenses and reconcile within policy timeline. Assist in coordinating special projects/events, including planning and coordinating multiple presentations, disseminating information, and organizing team events. Coordinate new employee onboarding, provide information pertaining to creation requests for network access accounts, IT equipment and workspace and laptop set-up. Update and maintain records, files and other documents/materials (electronic or in hard copy). Performs multiple critical and time-sensitive tasks simultaneously. Host visitors, coordinate parking, pass security clearances and escort uncleared visitors


Required Education, Experience, & Skills


15+ Years with HS or 8+ Years with AA or 3+ Years with BS Experience working in a classified environment Excellent written, oral, and interpersonal communication skills. Prior experience providing administrative support to senior leader. Excellent organizational skills, ability to establish and maintain working relationships with internal and external staff members, and the ability to work independently and take a proactive role Flexibility and ability to prioritize tasks according to senior staff requirements. Proficiency in Microsoft Word, Excel, Outlook, PowerPoint, and SharePoint A true team player who maintains a positive attitude in a dynamic environment High energy, enthusiasm, tact, ability to interact effectively with senior executives from government and industry as well as internal BAE Executives Ability to create and foster a cooperative work environment. Self-directed, detail oriented in completing assigned tasks, able to adapt to changing work efforts and manage impact of shifting priorities Active Top Secret


About BAE Systems Intelligence & Security

BAE Systems, Inc. is the U.S. subsidiary of BAE Systems plc, an international defense, aerospace and security company which delivers a full range of products and services for air, land and naval forces, as well as advanced electronics, security, information technology solutions and customer support services. Improving the future and protecting lives is an ambitious mission, but it's what we do at BAE Systems. Working here means using your passion and ingenuity where it counts - defending national security with breakthrough technology, superior products, and intelligence solutions. As you develop the latest technology and defend national security, you will continually hone your skills on a team-making a big impact on a global scale. At BAE Systems, you'll find a rewarding career that truly makes a difference.

Intelligence & Security (I&S), based in McLean, Virginia, designs and delivers advanced defense, intelligence, and security solutions that support the important missions of our customers. Our pride and dedication shows in everything we do-from intelligence analysis, cyber operations and IT expertise to systems development, systems integration, and operations and maintenance services. Knowing that our work enables the U.S. military and government to recognize, manage and defeat threats inspires us to push ourselves and our technologies to new levels.

Our Commitment to Diversity, Equity, and Inclusion:
At BAE Systems, we work hard every day to nurture an inclusive culture where employees are valued and feel like they belong. We are conscious of the need for all employees to see themselves reflected at every level of the company and know that in order to unlock the full potential of our workforce, everyone must feel confident being their best, most sincere self and be equipped to thrive. We provide impactful professional development experiences to our employees and invest in social impact partnerships to uplift communities and drive purposeful change. Here you will find significant opportunities to do meaningful work in an environment intentionally designed to be one where you will learn, grow and belong.