Executive Assistant (Hybrid) - SMBC

JOB SUMMARY:

The Executive Assistant will have the ability to exercise good judgment in a variety of situations, have strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among priorities. This person must be highly organized with the ability to support multiple projects while accomplishing core responsibilities at scale. This job is based in Los Angeles, CA.

PRINCIPAL DUTIES AND RESPONSIBILITIES:

• Provide support to various C-Suite Executives.
• "Gatekeeper" and "gateway" role, providing a bridge for smooth communication between the C-Suite Leaders/s and the business. Demonstrating leadership to maintain credibility, trust, and support.
• Maintain multiple calendars, including scheduling meetings, coordinating appointments, speaking engagements, and travel (may include domestic and international) arrangements. Exercise discretion in committing time and evaluating needs. Arranges events, included but not limited to dinners, corporate functions.
• Serve as a liaison receiving and screening phone calls, visitors, answering a variety of questions with tact and diplomacy, taking messages, and directing calls appropriately for resolution.
• Plan, monitor and executes the day-to-day administrative tasks to ensure a smooth workflow working with business executives, as well as with internal and external clients. Provide coordination, monitoring and communication of projects and programs that might be assigned. 
• Drafts and revises memos, emails, agendas, action notes, letters, reports, presentations, and other correspondence to high-quality standards
• Arranges all the logistics for meetings and events including the drafting of agendas; develops, compiles, and distributes presentation materials; records meeting minutes. Not limited to Board Meetings, Management Committee Meetings and other meetings through the year. 
• Welcomes guests by greeting them, in person or on the telephone, and answering or directing inquiries.
• Maintains office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; evaluating new office products; placing and expediting orders for supplies; and verifying receipt of supplies.
• Communicates on operations and processes, and when necessary, ensures implementation.
• Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
• Successfully completes critical aspects of deliverables with a hands-on approach.
• Provides high touch quality of service within the organization and with external clients.
• Improves quality results by conducting research and implementing problem solving skills.
• Ensure expenses and other administrative tasks are handled and approved promptly.
• Represents the executive by attending meetings in the executive’s absence and speaking for the executive.
• Assist with IT Access Ticket System and Ask HR Ticket System.  Assist with COUPA processes. 
   

POSITION SPECIFICATIONS:

• 5+ years of administrative experience in a tech or finance environment with 3+ of those years supporting at the executive level.
• BA/BS or equivalent work experience, high school diploma or GED required.
• Outstanding organizational skills with high attention to detail.
• Excellent written/verbal communication skills.
• A team player’s attitude.
• Flexibility and adaptability in the face of changing priorities.
• Outstanding people skills, with the ability to effectively interact with all levels of an organization.
• A positive, polished attitude.
• Resilience in the face of adversity.
• A basic understanding of the banking industry.
• Comfort with Microsoft Office products.
• A strong sense of urgency and the desire to do the right thing.
• Discretion when dealing with confidential information.
• Presentation Skills.

PREFERRED:

• DocuSign and Coupa experience.