Senior Executive Assistant - A05 - SAO PAULO

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 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.

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

AdditionalJob Description:

• Organize and take care of agenda for Citi Senior Executives that comes from USA and abroad, who will be visiting us for business purpose.
• Take care and organize Town Halls and meetings of entire Brazil and Latam team.
• Responsible for handling the corporate card expense report and the reimbursement process for the executives she/he will support.
• Manage the purchase of travel products with financial awareness, seeking to offer the best cost-benefit. Handle expense reports responsibly, always being aware of current internal policies, and thus also being able to raise awareness among the team.
• Make payments to suppliers for services provided via P2P system, such as: Serasa, TransUnion Crivo, Fabriplast Policristal, among others.
• Monitor the onboarding of new employees and ensure that everything goes well.
• Monitor the work of the person responsible for technology support in the area.
• Support/monitoring to keep the physical structure of the floor in order.
• Work as back-ups with other assistants in the area.
• Fluent in English is mandatory

​Soft skills: 

• Interpersonal relationships: Ability to work effectively in a group, to relate to different types of people.
• Being an organized person and knowing how to manage priorities.
• Proactive
• Ease of dealing with pressure situations.
• Responsibility: Reliability, degree of dedication and acceptance of tasks.
• Discipline: Punctuality/Attendance.
• Initiative: Proposing ideas and/or actions to find solutions to work problems.

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Citi is an equal opportunity employer, and qualified candidates will receive consideration without regard to their race, color, religion, sex, sexual orientation, gender identity, national origin, disability, status as a protected veteran, or any other characteristic protected by law.

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