Senior Executive Assistant

Talentify; Plano (TX); On-site; USD 70,000 - 110,000; Full time

Job summary

Talentify in Plano, TX seeks a Senior Executive Assistant in the Commercial and Investment Bank to partner with executives, manage demanding calendars, and coordinate complex domestic and international travel. You will lead the office, prioritize time, draft communications, and ensure efficient use of executives' time. You will plan market visits, large meetings, and presentations with stakeholders and teams.

The role requires five days in the office and will not support Hybrid options.

Qualifications

• Minimum of 5 years of experience supporting executive leadership.
• Strong organizational skills and ability to work independently in a fast-paced environment.
• Experience planning domestic and international travel.
• Excellent communication skills and discretion with confidential information.
• Willing to work outside business hours as needed.

Responsibilities

• Manage and screen all incoming interactions for the executive, acting as the primary liaison between leadership, staff, clients and external stakeholders
• Arrange and maintain complex travel plans and itineraries for domestic travel as well as complex international travel
• Manage complex calendars for leaders in a fast paced and dynamic environment, arrange travel plans, adjust and prioritize last-minute changes
• Work closely with key stakeholders to manage priorities and maintain key documents using firm tools such as LLM, Teams and Concur
• Support local event planning and execute as needed and/or support local employee engagement activities
• Provide site support for local office requirements including phone coverage, facilities, and guest greeting
• Process T&E expense claims for team members and ensure policy compliance

Skills

Travel planning

Calendar management

Communication

Independent worker

Interpersonal skills

Office management

Event planning

Education

Bachelor's degree

Tools

LLM

Concur

Microsoft Teams

Excel

PowerPoint

Job description

As a Senior Executive Assistant in the Commercial and Investment Bank, you will partner with one or more executives managing demanding and dynamic calendars and complex domestic/international travel. You will be leading the office and managing schedules, leveraging your thought leadership to manage priorities and ensure the efficient use of executives' time. You will plan and lead large events and Town Halls, maintain critical follow-ups and draft simple communications. You will leverage exceptional communication and organizational skills while partnering with colleagues to maximize client meeting schedules, visit preparation, and client follow up. You will also be working closely with key stakeholders to plan market visits, large-scale meetings, and presentations.

Job Responsibilities:

• Manage and screen all incoming interactions on behalf of the executive, acting as the primary liaison between leadership, staff, clients and external stakeholders
• Arrange and maintain complex travel plans and itineraries for domestic travel as well as complex international travel
• Manage complex calendars for leaders in a fast paced and dynamic environment, arrange travel plans, adjust and prioritize last-minute changes including logistics such as conference rooms, events, and catering, etc.
• Work closely with key stakeholders to manage priorities and maintain key documents using firm tools such as LLM, Teams and Concur
• Support local event planning and execute as needed and/or support local employee engagement activities such as team recognition, events, etc.
• Provide site support for local office requirements including phone coverage, assistance with new hire integration, facilities maintenance, supplies, floor access, presence at local events, greeting clients and guests and escorting them throughout the location, food orders/set up and takedown of conference rooms, always ensuring superior client service
• Provide general team support such as time keeping, training tracking, and assist in ad hoc projects as needed
• Maintain confidential data, enforce internal controls, and comply with policies and procedures
• Support client and other LOB reporting activity within scope for role and simple reporting for the business such as pulling canned reports and scorecards
• Process T&E expense claims for team members. Ensure all policies are followed, and items are processed within provided guidelines. Act as a subject matter experts for policies and procedures

Required qualifications, capabilities and skills:

• A minimum of 5 years of experience supporting executive level leadership
• Strong organizational skills and ability to work independently in a demanding, changing and fast paced environment
• Domestic and International travel planning skills and knowledge
• Effective interpersonal skills and excellent communication - confident, organized, and clear
• Fluency in planning complex market visits
• Fluency in technology and tools such as LLM to create efficiency and in all Microsoft products such as Excel, PPT and Teams and learns new technologies quickly
• Willing to work outside business hours as business needs require
• Discretion and good judgment in confidential situations, and proven experience interacting with all levels in the organization
• Strong interpersonal, presentation and communication skills
• Collaborates effectively with colleagues and team members, assisting with projects and tasks as needed

Preferred qualifications, capabilities, and skills

• Preferred experience as a partner to senior level revenue producers in a sales and financial services environment
• Experience supporting at the Managing Director level (or equivalent) or above
• College degree is a plus

Note: This role requires five days in the office (Mon-Fri) and will not support Hybrid options.