Administrative Assistant (Level III)

Job Title: Administrative Assistant (Level III)
Location: Charlotte, NC

Position Summary:

• Provide administrative support for Risk and Regulatory Management leaders.
• Perform diverse, advanced, and confidential administrative support functions for the Business Management and Controls Leaders as well as the Charlotte Team.
• Relieve management of administrative details; gather, compile, and report information relevant to/for the department.
• Manage a number of different and often conflicting objectives, projects, or activities at one time.
• Communicate with executives and line management to gather or convey relevant information.
• Involved in high-level client contact and exposure to sensitive information, requiring considerable tact, diplomacy, and judgment.
• Develop and advance skills in a variety of software programs.

Responsibilities:

• Maintain detailed calendars and prioritize meeting requests and related logistics.
• Schedule complex meetings requiring coordination of multiple calendars.
• Coordinate travel arrangements and process expense reports in a timely manner according to policy.
• Work with general bank systems (e.g., Concur and Corporate Travel), expense policies, and MS Office Products (including Outlook, Word, Excel, PowerPoint, Teams), WebEx, and GEP Smart.
• Serve as floor support, including building access management.
• Act as onsite POC for traveling BMC team members ensuring access and accommodations.
• Coordinate site-specific events, including catering orders and post-event clean-up.
• Order and maintain supplies.
• Maintain printer functionality, including ordering paper/ink and ensuring it is tidy.
• Handle adhoc maintenance requests.
• Assist with signage and maintaining the floor for BMC.
• Coordinate equipment returns for exiting resources.

Required Qualifications:

• 2 years of administrative assistance experience.
• Ability to think proactively and balance multiple needs and requests.
• Ability to document meeting minutes and procedures required to execute role.
• Polished professional with strong written and verbal communication skills.
• Advanced skills in Outlook and other MS Office programs (Excel, Word, PowerPoint, Visio, Teams).
• Highly organized with strong attention to detail.
• Excellent time management; able to effectively prioritize.
• Self-starter, proactive with ability to juggle multiple responsibilities and reprioritize tasks based on new information or shifting deadlines.
• Ability to work effectively under pressure, adapting to unexpected events, responding well to change.
• Ability to learn quickly and take on new responsibilities.
• Must have excellent judgment, independent thinker and resourceful.
• Ability to handle highly sensitive, confidential, and non-routine information.
• Strong interpersonal skills: comfortable working with people at all organizational levels and able to adapt to diverse perspectives and style.
• Accuracy/quality control – must demonstrate accuracy and thoroughness and monitor own work to ensure quality.
• May assist other senior members of the leadership team when needed.
• Experience supporting more than one line of business executive with demonstrated ability to manage multiple competing priorities.

Desired Qualifications:

• Must be well versed in Concur or other Travel Expense software.
• Experience as an admin at a financial firm is desired.
• Experience engaging with executive stakeholders, across multiple locations and geographies.
• Strong partnering skills.
• Familiarity with banking processes, structure, and enterprise tools - major plus!