Executive Assistant Office Manager

Job Purpose: Responsible for the full range of management of the administrative activities of the Office of the General Manager at the New York Branch. Support and represent the General Manager as his primary contact throughout the Branch and the wider Bank.

Responsibilities:

Executive Assistant

• Manages the General Manager’s meeting & appointments calendar
• Prepares agendas, meeting materials and presentations including various data-based reports for use at meetings of the General Manager
• Responsible for taking minutes during Committee meetings, ensuring that all directives and requests are responded to in a timely manner
• Gatekeeper to the GM's office- screening visitors, calls, and requests with the utmost discretion and responsibility
• Coordinates and schedules complex domestic and international travel itineraries and accommodations
• Coordinate Branch events

Office & Premises Management

• Manages the vendors who provide Branch services
• Serves as Branch’s primary liaison with Premises Landlord, ensuring all certifications are up to date, fire drills and safety drills are managed properly, and all day-to-day custodial and janitorial services
• Purchases primary day-to-day supply requirements for the office
• Manages and maintains necessary inventory of stockroom supplies
• Maintains and managers building & Branch security system

Expense Management:

• Coordinate with Financial Control department to ensure accuracy of expense claims and follow up on past due expense reports

IMF Coordinator:

• Serves as primary administrative support to the Group CEO and all senior executives, including Group Board members, during the event
• Manages all aspects of event planning for annual IMF/World Bank event
• Completes scheduling for all bilateral meetings, appointments, events and activities

Human Resources:

• Acts as Co-Chair of the Employee Engagement Committee planning and executing all employee events in the Branch
• Assist with ad hoc HR responsibilities (payroll, onboarding)

Skills:

• Advanced communication skills (written and verbally)
• Able to think and act proactively
• Excellent time management skills and ability to multi-task and prioritize work.
• Attention to detail and problem-solving skills
• Ability to remain calm and perform well under pressure at all times

Experience:

• 5-7 years' experience dealing with C level executives
• Financial Services/Banking experience preferred