Senior Executive Assistant, Board & External Relations

Financial Industry Regulatory Authority, Inc.; Washington (District of Columbia); Hybrid; USD 55,000 - 98,000; Full time

Benefits offered by this job

Health insurance

401(k) match

Paid time off

Commuter benefits

Job summary

FINRA is seeking a Senior Executive Assistant to support the Executive Vice President of Board and External Relations and other senior executives. The role includes calendar management, communication, meeting preparation, travel logistics and handling sensitive matters with discretion.

Responsibilities involve sophisticated scheduling, meeting coordination with internal staff and Board members, and on-site support at Board meetings.

Qualifications

• High school diploma or equivalent; additional education preferred.
• Ten years of related experience as secretary/EA or similar.
• Experience supporting senior executives is preferred.
• Strong communication, organizational and administrative skills.
• Proficiency with MS Office (Word, Excel, PowerPoint, Teams) and Zoom; familiarity with Workday.

Responsibilities

• Sophisticated calendar management with complex scheduling and prioritization.
• Manage calls, emails and correspondence; prepare materials from verbal or written directions.
• Coordinate meetings and logistics including room reservations and video conferencing.
• Plan and execute travel arrangements and offsite events; track expenses and prepare reports.
• Provide confidential support to executives and Board members; assist with PowerPoint presentations as needed.

Skills

Calendar management

Communication

Meeting coordination

Travel logistics

Discretion under pressure

Education

High school diploma or equivalent

Tools

Microsoft Office

Zoom

Workday

Microsoft Copilot

Teams

PowerPoint

Job description

The Senior Executive Assistant provides comprehensive administrative support to the Executive Vice President (EVP) of Board and External Relations (BER) and other senior executives, as needed, including to the Chief Executive Officer.

This role is responsible for calendar management, communication, meeting preparation, travel and logistics, and other special projects.

The Senior Executive Assistant must be able to work under pressure at times with limited supervision and to handle a variety of activities and sensitive or confidential matters with discretion.

Essential Job Functions

Sophisticated calendar management. Position requires timely, complex scheduling to manage dynamic calendars and competing priorities, including coordination of in-person and virtual meetings among internal executive staff, Board and External Relations team members, Board members, and/or other outside groups.

Communication. Manages incoming calls and prioritizes messages, emails and other correspondence. Places calls on behalf of the executive as directed. Prepares correspondence and other written materials from verbal direction, softcopy or from knowledge of company policy or procedures. Prioritizes inquiries and requests while troubleshooting conflicts and making judgments with little guidance.

Meeting coordination and preparation. Arranges all conference call and meeting logistics (room reservations, video conferencing, building security clearances, food and beverages, etc.). Greets visitors with appointments and provides information and assistance. Ensures all appropriate materials are available for meetings. Works with Office of the Corporate Secretary in preparation and production of Board materials prior to Board meetings. Provides executive and Board member support onsite at Board meetings, requiring travel.

Travel and logistics. Supports planning and execution of Board and team offsite meetings. Makes complex arrangements for travel to include Board meetings, conferences, offsite meetings, and other events. Addresses any last-minute changes or cancellations. Tracks expenses and prepares expense reports for executive and Board members.

Handles all interactions with internal and external stakeholders with a high degree of professionalism, appropriateness and timeliness. Supports records management in alignment with department policies and procedures. May assist with the preparation and editing of PowerPoint presentations. Provides other related administrative support of a highly sensitive and confidential nature. Demonstrates FINRA's values. Collaborates, both in-person and virtually, in furtherance of FINRA's mission of investor protection and market integrity.

Education/Experience Requirements

High school diploma or equivalent. Additional education or training preferred. Ten years of related experience as a secretary, administrative assistant, executive assistant or similar responsibilities. Experience providing administrative or secretarial support to a senior executive is preferred. Strong written and verbal communication, administrative and organizational skills. Significant experience utilizing Microsoft Office applications such as Word, Excel, PowerPoint and Teams. Experience with Microsoft Copilot preferred. Experience with Zoom virtual meeting platform preferred. Significant experience utilizing self-service travel and expense systems such as Workday. Ability to exercise good judgment in a variety of situations, and the ability to maintain a realistic balance among multiple priorities.

Work Conditions

Hybrid work environment, with defined in-person presence requirements. Occasional travel may be required. Usually requires overtime as well as flexibility to work hours and an in-office schedule that corresponds with the executive to meet business needs.

Salary Ranges by Location

• Boston, MA: $40.07 - $71.46
• Chicago, IL: $38.40 - $68.41
• Denver, CO: $34.80 - $62.09
• Jericho, NY: $40.07 - $71.46
• Jersey City, NJ: $41.75 - $74.57
• Philadelphia, PA: $38.40 - $68.41
• New York, NY: $41.75 - $74.57
• Rockville, MD: $40.07 - $71.46
• Tysons, VA: $40.07 - $71.46
• Washington, DC: $40.07 - $71.46
• Woodbridge, NJ: $40.07 - $71.46
• Connecticut State: $34.80 - $74.57
• Washington State: $34.80 - $74.57

Employees may be eligible for a discretionary bonus in addition to base pay. Non-exempt employees are also eligible for overtime pay in accordance with federal, state, or local law.

As part of its dedication to employee wellness, FINRA provides comprehensive health, dental and vision insurance. Additional insurance includes basic life, accidental death and dismemberment, supplemental life, spouse/domestic partner and dependent life, and spouse/domestic partner and dependent accidental death and dismemberment, short-and-long-term disability, long-term care, business travel accident, disability and legal. FINRA offers immediate participation and vesting in a 401(k) plan with company match and eligibility for participation in an additional FINRA-funded retirement contribution, tuition reimbursement, commuter benefits, and other benefits that support employee wellness, such as adoption assistance, backup family care, surrogacy benefits, employee assistance, and wellness programs.

Time Off and Paid Leave* FINRA encourages its employees to focus on their health and wellness in many ways, including through a generous time-off program starting at 15 days of paid time off (increasing with years of service, up to 25 days), 5 personal days, and 9 sick days, unless otherwise required by law (all pro-rated in the first year). Additionally, we are proud to support our communities by providing two volunteer service days (based on full-time schedule). Other paid leave includes military leave, jury duty leave, bereavement leave, voting and election official leave for federal, state or local primary and general elections, care of a family member leave (available after 90 days of employment); and childbirth and parental leave (available after 90 days of employment). Full-time employees receive nine paid holidays. *Based on full-time schedule

Important Information

FINRA’s Code of Conduct imposes restrictions on employees’ investments and requires financial disclosures that are uniquely related to our role as a securities regulator. FINRA employees are required to disclose to FINRA all brokerage accounts that they maintain, and those in which they control trading or have a financial interest (including any trust account of which they are a trustee or beneficiary and all accounts of a spouse, domestic partner or minor child who lives with the employee) and to authorize their broker-dealers to provide FINRA with duplicate statements for all of those accounts. All of those accounts are subject to the Code’s investment and securities account restrictions, and new employees must comply with those investment restrictions—including disposing of any security issued by a company on FINRA’s Prohibited Company List or obtaining a written waiver from their Executive Vice President—by the date they begin employment with FINRA. Employees may only maintain securities accounts that must be disclosed to FINRA at one or more securities firms that provide an electronic feed (e-feed) of data to FINRA, and must move securities accounts from other securities firms to a firm that provides an e-feed within three months of beginning employment. You can read more about these restrictions here. As standard practice, employees must also execute FINRA’s Employee Confidentiality and Invention Assignment Agreement without qualification or modification and comply with the company’s policy on nepotism. Washington state applicants: click here for required notice(s).

Search Firm Representatives Please be advised that FINRA is not seeking assistance or accepting unsolicited resumes from search firms for this employment opportunity. Regardless of past practice, a valid written agreement and task order must be in place before any resumes are submitted to FINRA. All resumes submitted by search firms to any employee at FINRA without a valid written agreement and task order in place will be deemed the sole property of FINRA and no fee will be paid in the event that person is hired by FINRA.

FINRA is an Equal Opportunity Employer All qualified applicants receive consideration for employment without regard to any legally protected category, including race, color, age, national origin, ethnicity, religion, disability, genetic information, military or veteran status, sex, or any other status or classification protected by state or local law. FINRA strives to make our career site accessible to all users. If you need a disability-related accommodation for completing the application process, please contact FINRA’s Employee Relations team at 240-386-4865 or by email at [e-mail]. Please note that this process is exclusively for inquiries regarding accommodations in the application process. FINRA abides by the requirements of 41 CFR 60-741.5(a). This regulation prohibits discrimination against qualified individuals on the basis of disability and requires affirmative action by covered prime contractors and subcontractors to employ and advance in employment qualified individuals with disabilities. FINRA abides by the requirements of 41 CFR 60-300.5(a). This regulation prohibits discrimination against qualified protected veterans and requires affirmative action by covered prime contractors and subcontractors to employ and advance in employment qualified protected veterans.