Executive Assistant / Job Req 688155082

PRINCIPAL RESPONSIBILITIES:

Under the direction and general supervision of the Chief Compliance & Privacy Officer (CCO/CPO), the Executive Assistant to the CCO/CPO performs a variety of complex, confidential, secretarial and administrative duties requiring a thorough knowledge of organizational procedures and precedents. The Executive Assistant to the CCO/CPO performs routine clerical, administrative and secretarial duties in support of multiple departments in the Compliance Division. The Executive Assistant to the CCO/CPO must be able to work independently, maintain strict confidentiality, and demonstrate diplomacy, mature judgment, professionalism and initiative.

Principal responsibilities include:

• Screens visitors, telephone calls, and mail directed to the Chief Compliance Officer.
• Anticipates the needs of the office and the daily activities by independently researching and developing the appropriate documents necessary for meetings; determining the priorities of issues and problems.
• Independently responds to letters and general correspondence of a routine nature.
• Reviews all documentation for consistency, grammar and spelling.
• Transcribes notes for letters, memos, reports and minutes as related.
• Researches, complies and analyzes data for special projects and creates supporting multi-media presentations.
• Prepares materials in final form from very rough and involved drafts which may utilize frequent use of technical terminology and which combine materials from several sources.
• Maintains and updates the departments organizational chart.
• Maintains appointment schedules and calendars, makes travel arrangements and arranges meetings, gathers information and contacts meeting participants.
• Maintains and supports schedules of others, as assigned.
• Attends committee meetings as assigned, and assists with committee meetings administrative duties.
• Operates general office equipment such as personal computer, copier, calculator, fax or other office machines.
• Provide administrative support to department directors as necessary and as directed by the CC/CPO.
• Manage work in a confidential manner, ensuring information is shared with internal and external individuals as appropriate.
• Will perform other administrative support duties as assigned.

ESSENTIAL FUNCTIONS OF THE JOB

• Preparing reports, correspondence and written materials utilizing word processing and other personal computer programs.
• Proofread and redline work for accuracy of copy, format, grammar, punctuation and syntax.
• Copy, distribute, send (electronically and/or via mail, courier or express service), file and otherwise handle completed work.
• Proactively monitor and respond to phone calls, e-mails, and other correspondence in a timely and efficient manner. Determines the nature and purpose of inquiries, and communicate messages and pertinent information with professionalism.
• Assure that the CCO/CPO is aware of time sensitive matters, conflicts, or required actions.
• Composing letters, memos, reports and correspondence.
• Answering telephone, directing inquiries to appropriate parties and taking messages.
• Transcribing information from dictaphone or notes into a word processor and preparing finished documents.
• Copying, faxing, and distributing documents through mail or in person.
• File maintenance, record keeping, and documentation of work products.

PHYSICAL REQUIREMENTS

• Constant and close visual work at desk or computer.
• Constant sitting and working at desk.
• Constant data entry using keyboard and/or mouse.
• Constant use of telephone headset.
• Frequent verbal and written communication with staff and other business associates by telephone, correspondence, or in person.
• Frequent lifting of folders and other objects weighing between 0 and 30 lbs.
• Frequent walking and standing.
• Occasional driving of automobiles.

Number of Employees Supervised: 0
MINIMUM QUALIFICATIONS:
EDUCATION OR TRAINING EQUIVALENT TO:

• College Degree (BA/ BS preferred).

MINIMUM YEARS OF ADDITIONAL RELATED EXPERIENCE:

• Three to five years related administrative experience.

SPECIAL QUALIFICATIONS (SKILLS, ABILITIES, LICENSE):

• Proficiency in correct English usage, grammar and punctuation.
• Maintain a high level of professionalism and strict confidentiality.
• Ability to comprehend and follow written and verbal instructions.
• Ability to work in cooperation with others.
• Exercise mature judgment and maintain confidentiality is a must.
• Knowledge of modern office methods and procedures, equipment and filing systems.
• Experience in use of computer system software such as MS Word, Excel, Access and Outlook, Visio, DocuSign, and PowerPoint.
• Ability to work in cooperation with others.
• Ability to handle multiple projects simultaneously.
• Excellent telephone manner.
• Proficiency with advanced telephone functions, including conference calling and voicemail.
• Ability to perform clerical tasks with a high degree of accuracy.
• Proficiency in office equipment used on a regular basis including computers, printers, copy machines, facsimile machines, telephones and transcription machines.
• Thorough familiarity with legal terminology pertinent to general legal concepts and specific area(s) of assignment.
• Familiarity with legal filing and record-keeping practices.
• Strong organizational skills.
• Thorough familiarity with legal terminology pertinent to general legal concepts and specific area(s) of assignment.
• Ability to perform clerical tasks with a high degree of accuracy.
• Ability to work independently and as a member of a team, take initiative, set priorities and see projects through completion.
• Ability to work effectively in a fast-paced environment, meet deadlines, handle multiple tasks, and respond to changing priorities.
• Ability to establish effective working relationships within the office and with clients, vendors and others outside the company.
• Ability to perform mathematical functions - add, subtract, multiply, divide, work with percentages, etc.
• Strong organizational skills.
• Ability to type at least 70 words per minute with accuracy.
• Strong service orientation.

SALARY RANGE $69,606.86-$104,410.30 ANNUALLY

The Alliance is an equal opportunity employer and makes employment decisions on the basis of qualifications and merit. We strive to have the best qualified person in every job. Our policy prohibits unlawful discrimination based on race, color, creed, gender, religion, veteran status, marital status, registered domestic partner status, age, national origin or ancestry, physical or mental disability, medical condition, genetic characteristic, sexual orientation, gender identity or expression, or any other consideration made unlawful by federal, state, or local laws. M/F/Vets/Disabled.