Executive Assistant

Ascensus - Dresher, PA

Full-time - Executive

Dresher, PA

Funds, Trusts, and Other Financial Vehicles

About the position

The Executive Assistant position at Ascensus is designed to provide primary administrative support to the Chief Information Officer (CIO) and other members of the Executive Team as needed. This role encompasses a wide range of clerical, administrative, and general office duties that are both responsible and confidential in nature. The Executive Assistant will frequently access highly confidential information and files, necessitating a high level of discretion and professionalism. The position requires effective communication with contacts at all levels within the organization, industry, and community, and a solid understanding of the roles and operations of the department and organization. In this role, the Executive Assistant will take on complex administrative projects and resolve intricate support issues. Key responsibilities include answering phones for the CIO, screening calls, letters, and visitors, and providing information or referring individuals to the appropriate parties. The Executive Assistant will also schedule appointments, coordinate meetings, conferences, and travel arrangements, and manage any technology needs related to these events. Additionally, the role involves preparing letters and memoranda, ensuring they conform to Ascensus standards, and producing various correspondence, reports, and presentations using appropriate software. The Executive Assistant will be responsible for organizing and expediting the flow of work, maintaining files of correspondence and records, and ensuring the protection and proper handling of all confidential data held by Ascensus. This position is integral to supporting the organizational culture, which emphasizes the I-Client service philosophy and core values of People Matter, Quality First, and Integrity Always. The Executive Assistant may also assist with other tasks and projects as assigned, contributing to the overall efficiency and effectiveness of the executive team.

Responsibilities

• Provide primary administrative support to the Chief Information Officer and other members of the Executive Team.
• Perform confidential, executive administrative functions.
• Answer phones for the CIO as needed.
• Receive and screen telephone calls, letters, and visitors, answering questions and providing information.
• Schedule appointments and coordinate arrangements for meetings, conferences, and travel.
• Handle technology needs related to meetings.
• Prepare letters and memoranda for review, ensuring internal consistency and conformance with standards.
• Prepare regular reports, gathering and summarizing data.
• Produce a variety of correspondence, reports, and presentations using appropriate software.
• Organize and expedite the flow of work and initiate follow-up actions.
• Handle all travel arrangements and prepare expense reports.
• Organize and maintain files of correspondence and records, following up on pending matters.
• Protect, secure, and properly handle all confidential data held by Ascensus.
• Support the organizational culture through daily actions and assist with other tasks and projects as assigned.

Requirements

• Ten years or more of experience in executive level administrative support.
• Strong verbal communication skills to handle complex administrative duties without detailed oversight.
• Ability to work with confidential and sensitive information.
• Ability to analyze complex administrative details and establish filing systems.
• Respond to questions or requests from important callers.
• Thorough knowledge of office technologies, including all MS software applications.
• Requires a high degree of independent judgment and discretion.
• Ability to meet multiple and concurrent deadlines.
• Possess excellent analytical skills and strong written and verbal communication skills.
• Motivated and innovative with strong organizational skills.
• Ability to communicate instructions or desires to various individuals and departments.