Citigroup - New York, NY
posted 4 months ago
The Executive Management Assistant plays a crucial role in providing comprehensive support to senior management, particularly to the Chief Executive Officer (CEO) and their direct reports. This position involves a variety of administrative tasks that are essential for the smooth operation of executive functions within the organization. The Executive Management Assistant is responsible for managing calendars, scheduling appointments, and coordinating meetings, which includes arranging conferences and conference calls. Additionally, the role requires making travel arrangements and handling correspondence, ensuring that all communications are managed efficiently and effectively. In this role, the Executive Management Assistant will directly support the day-to-day activities of senior management. This includes managing the calendars of executive-level managers, coordinating all aspects of their appointments, meetings, receptions, and conference calls. The assistant may also be tasked with preparing and reviewing materials and correspondence for meetings, as well as assisting in the creation and modification of presentations, spreadsheets, and various documents. Travel coordination is another key responsibility, which involves preparing and distributing schedules and agendas for travel, as well as reconciling and tracking expense reports through the Travel and Entertainment Expense system. The Executive Management Assistant will also be responsible for ordering supplies, processing invoices through the Procure to Pay system, and following up on Virtual Requests. This position may require assisting in ad-hoc reports and special projects as needed, and serving as backup support for other administrative staff when required. The assistant will prepare internal and external correspondence and maintain, answer, and route correspondence that does not require the manager's immediate attention. Furthermore, the role involves preparing and reviewing materials for the manager's use in discussions and meetings, ensuring that all necessary information is readily available. A critical aspect of this position is the ability to assess risk when making business decisions, demonstrating a strong commitment to the firm's reputation and compliance with applicable laws, rules, and regulations. The Executive Management Assistant must apply sound ethical judgment regarding personal behavior, conduct, and business practices, and be proactive in escalating, managing, and reporting control issues with transparency.