Specialist, Executive Assistant - Public Sector

BNY Mellon; Washington (District of Columbia); On-site; USD 70,000 - 100,000; Full time

Job summary

BNY Mellon is seeking an Executive Assistant to support the Public Sector Client team in Washington, DC. You will provide administrative and executive support in a fast-paced environment, proactively managing a complex calendar and coordinating travel.

You will serve as a gatekeeper to protect the executive's time, maintain a detailed schedule, prepare materials, and collaborate with internal and external stakeholders to ensure seamless operations.

Qualifications

• Bachelor's degree or equivalent experience preferred.
• 5+ years of experience supporting senior level executives or in fast-paced support roles.
• Excellent communication skills and ability to build rapport across teams and levels.
• High degree of professionalism and sound judgment with agility in changing schedules.
• Strong organizational skills and proactive attitude.
• Proficient with Microsoft Office including Outlook, Word, Excel and PowerPoint.

Responsibilities

• Provide administrative and executive support in a fast-paced environment.
• Proactively manage a complex calendar, confirm participants, verify locations and video links, and prepare materials in advance.
• Act as a gatekeeper to protect executive time and enhance focus on priorities.
• Maintain an extremely detailed calendar and prioritize meeting requests and logistics.
• Coordinate domestic and international travel with detailed itineraries.
• Prepare and submit expense reports in a timely manner.
• Coordinate team activities, conferences, events, and large virtual meetings (WebEx).
• Support day-to-day needs to keep the executive operating at their best (coffee runs, meals between meetings).
• Manage planned and last-minute requests with discretion and poise.

Skills

Calendar management

Executive support

Communication

Organizational skills

Proactive scheduling

Education

Bachelor's degree

Equivalent experience

Tools

Microsoft Office

Outlook

Word

Excel

PowerPoint

Job description

We're seeking a future team member for the role of Executive Assistant to support our Public Sector Client team. This role is located in Washington, DC

In this role, you'll make an impact in the following ways:

• Provide administrative and executive support in a fast-paced environment
• Proactively manage a complex calendar with intention:
  • Confirming participants ahead of meetings
  • Verifying locations and video links
  • Ensuring pre-reads and materials are prepared in advance
• Serve as a gatekeeper to ensure executive's schedule is followed and respected; liaison to maximize executive's focus on priorities
• Maintain an extremely detailed calendar, thinking proactively about scheduling needs and prioritizing meeting requests and related logistics
• Work closely and effectively with the executive to keep them informed of upcoming commitments and responsibilities both professionally and personally
• Prioritize requests requiring interaction with both internal and external stakeholders to coordinate a variety of meetings
• Book and coordinate domestic and international travel arrangements including detailed itineraries
• Prepare and submit expense reports in a timely manner
• Help coordinate team activities, conferences, events, townhalls, including WebEx conferences and large-scale virtual meetings - often partnering with others, but always taking responsibility for the outcome
• Support day-to-day needs that keep the executive operating at their best - including coffee runs, lunch is on time between meetings, or managing external commitments
• Manage both planned and last-minute requests with discretion and poised execution
• Bring a growth mindset - comfortable wearing multiple hats, pitching in as needed

To be successful in this role, we're seeking the following:

• 5 years of experience supporting senior level executives or in a fast-paced support role
• Bachelor's degree or equivalent experience preferred
• Excellent communication skills and the ability to build rapport across teams and levels
• High degree of professionalism, sound judgment and agility in changing schedules
• Strong organizational skills with a proactive, can-do attitude
• The candidate must be proficient using the Microsoft Office including Outlook, Word, Excel and PowerPoint