Executive Assistant (Banking Environment)

This is a perm role hire for one of our client

The Executive Assistant provides high-level executive and administrative support to the Chief Executive. This is to enable the Chief Executive to focus on business, client, people and strategic priorities.

The role requires strong judgment, discretion, organization and a high degree of ownership. The Executive Assistant is expected to anticipate requirements, manage competing priorities and ensure that commitments, meetings and follow-ups are executed efficiently.

Job Description

1. Executive & Calendar Management

Manage the Chief Executive’s calendar, appointments and daily schedule.

Prioritize meeting requests based on urgency and business importance.

Proactively identify and resolve scheduling conflicts.

Ensure the Chief Executive is appropriately briefed and prepared for upcoming meetings and commitments.

Protect the Chief Executive’s time by appropriately managing and prioritizing requests.

2. Meetings & Follow-Through

Coordinate management, business, client and other internal and external meetings.

Prepare agendas, meeting materials and other required documentation.

Record key action items where required and maintain an effective follow-up system.

Track commitments and deadlines and proactively remind relevant parties of outstanding deliverables.

Ensure meeting logistics, rooms, calls and materials are ready in advance.

3. Travel & Logistics

Coordinate domestic and international business travel, including flights, hotels, ground transportation, visas and detailed itineraries.

Anticipate travel requirements and ensure arrangements are completed well in advance.

Manage changes or disruptions promptly and independently.

Coordinate schedules with internal teams, clients and external stakeholders around business trips.

4. Communication & Stakeholder Coordination

Serve as a key point of coordination between the Chief Executive and internal and external stakeholders.

Liaise professionally with senior management, clients, regulators, business partners and colleagues across the company

Screen, prioritize and appropriately route requests requiring the Chief Executive’s attention.

Draft and prepare correspondence, presentations and other communications as required.

Exercise appropriate judgment on matters requiring immediate escalation.

5. Executive Office Administration

Maintain an organized and efficient Executive Office.

Manage confidential records, correspondence and documents.

Process expense claims, invoices and other administrative requirements accurately and on time.

Maintain appropriate filing and tracking systems.

Coordinate visitors, client meetings, management events and executive functions.

6. Confidentiality & Professional Judgment

Handle highly sensitive business, client, employee and management information with strict confidentiality.

Exercise sound judgment and discretion in dealing with information and stakeholders.

Maintain appropriate professional boundaries and safeguard confidential information at all times.

7. Business & Ad Hoc Support

Assist the Chief Executive with special projects and business initiatives as required.

Coordinate with different functions to obtain information, reports and materials requested by the Chief Executive.

Provide administrative support for management meetings, business reviews, town halls and other executive activities.

Work closely with other Executive Assistants and provide appropriate backup coverage when required.

Perform other responsibilities reasonably required to support the effective functioning of the Chief Executive’s Office.

Key Requirements:

Minimum 5 years of relevant Executive Assistant or senior administrative experience, preferably supporting C-suite or senior management.

Experience in banking, financial services or a similarly fast-paced professional environment preferred.

Strong organizational and time-management skills.

Excellent written and verbal communication skills.

High degree of discretion, integrity and maturity.

Strong attention to detail and follow-through.

Ability to prioritize independently and manage multiple competing demands.

Comfortable dealing with senior executives, clients and other high-level stakeholders.

Strong proficiency in Microsoft Outlook, Word, Excel, PowerPoint and Teams.

Able to work effectively in a fast-paced environment where priorities may change at short notice.

Key Competencies

Ownership – Takes responsibility for matters through completion rather than waiting for repeated instructions.

Anticipation – Thinks ahead and identifies what the Chief Executive will need before being asked.

Prioritization – Understands what is urgent, what is important and what can wait.

Follow-through – Tracks commitments and ensures matters do not fall through the cracks.

Judgment – Knows what can be handled independently and what needs to be escalated.

Discretion – Maintains strict confidentiality and demonstrates maturity in handling sensitive information.

Responsiveness – Responds promptly and reliably to changing business requirements.

Professional presence – Represents the Chief Executive’s Office appropriately with clients, senior management and colleagues.

Measures of Success

Success in the role will be demonstrated by:

Effective management and prioritization of the Chief Executive’s schedule.

Timely and accurate completion of travel, meetings and administrative requirements.

Minimal missed deadlines, appointments or follow-ups.

Strong tracking and closure of action items.

Ability to anticipate requirements with limited supervision.

High accuracy and attention to detail.

Appropriate handling of confidential and sensitive matters.

Positive feedback from the Chief Executive and key internal and external stakeholders.

Reliable backup and continuity of Executive Office support during absences.

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