Senior Executive Assistant

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Job Overview

The Senior Executive Assistant provides support to another individual or group of individuals by handling correspondence, managing calendars and appointments, arranging conferences and conference calls, making travel arrangements and providing other administrative tasks.

Responsibilities:

• Directly supports a C16 level manager and two Directors in Corporate Bank, and generally supports an entire department
• Manages day to day calendar(s) of senior management
• Coordinates all aspects of executive level manager appointments, meetings, receptions and conference calls
• May prepare and review materials and correspondence for meetings
• Assist with creation/modification of presentations, spreadsheets, and other various documents
• Coordinates travel arrangements; prepare and distribute schedules/agendas for travel
• Prepares, reconciles, and tracks expense reports through Travel and Entertainment Expense system
• Orders supplies and process invoices through Procure to Pay system
• Process and follow-up on Virtual Requests
• Assists in ad-hoc reports special projects as needed
• Trains, coaches or guides other administrative staff when required
• Appropriately assess risk when business decisions are made, demonstrating particular consideration for the firm's reputation and safeguarding Citigroup, its clients and assets, by driving compliance with applicable laws, rules and regulations, adhering to Policy, applying sound ethical judgment regarding personal behavior, conduct and business practices, and escalating, managing and reporting control issues with transparency.
• Foster a strong Risk and Control environment and demonstrate a strong understanding of Citi’s risk management and compliance policies, ensuring all actions and decisions are aligned with ethical guidelines and regulatory requirements. -Have an in depth understanding of Citi’s expense policy and procedures, including Gift & Entertainment policy, charitable contributions and other exceptions -Ensure timely submissions/process of expenses and proactively follow-up on outstanding items -Complete Compliance training and adhere to company policies and regulations -Maintain confidentiality and manage risk with appropriate controls -Quality check emails ensuring all attachments are sent to the correct recipients -Demonstrate good judgment and ethical conduct -Ensure to give a heads up to CCO & Banking Head on Risk and Compliance/ AB&C ICRM's preapproval if any
• Actively seek to improve efficiency and monitor budgetary spending where appropriate. -Manage the expense process, including receipt processing, statement management, and reconciliation -Ensure travel, vendor / client entertainment meeting and meetings and events costs are within budget, with business trips being booked with consideration to most cost-effective routes the lowest logical airfare (LLA) and lowest available Citi negotiated rate for hotel bookings. Provide options to save cost -Adhere to the Citi Operating Expense Governance Policy ( OEGP ) for expense reimbursement and ensure timely submission within the proper accounting period -Stay updated on expense policies and procedures, striving to be a system expert in CTE and P2P -Build strong relationships across the organization to facilitate results
• Contribute to a positive, collaborative and efficient team environment, working to support the leadership team with ongoing administrative aspects as well as other cyclical processes. Anticipate the needs of the senior level manager and department, proactively identifying and completing tasks to ensure smooth operations and successful work completion -Coordinate all aspects of executive level managers diary management, travel, appointments, meetings and calls -Prioritize tasks, taking ownership, and managing workload efficiently -Demonstrate initiative and working independently -Be proactive in supporting colleagues, providing backup, and prioritizing team deadlines -Assisting in ad-hoc reports and projects as needed -Establish and maintain professional relationships and communications with all levels of management to support organizational goals -Demonstrate consideration for the firm's reputation in all client interactions -Support/Organize client events

Qualifications:

• Previous office administration experience preferably within a large and complex financial services or similar organization
• Highly proficient in Microsoft Office
• Consistently demonstrates clear and concise written and verbal communication skills
• Demonstrated ability to quickly gain command of new systems
• Self-motivated and detail oriented

Education:

• Bachelor's/University degree or equivalent experience

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Job Family Group:

Business Strategy, Management & Administration

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Job Family:

Administrative Support

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Time Type:

Full time

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Most Relevant Skills

Please see the requirements listed above.

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Other Relevant Skills

For complementary skills, please see above and/or contact the recruiter.

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