Administrative Assistant

You can look forward to

Job Summary:

Provides full range of administrative services and support to the Senior Vice President and Treasurer and the Senior Vice President and Chief Risk Officer, as well as others within the departments, as necessary. Support functions include but are not limited to travel coordination for Executives and company guests, scheduling meetings and conference calls, assistance with onsite meetings, producing business documents, and fielding/responding to information requests.  May compose or handle documents of a highly confidential nature; note and organize commitments made by the executives during meetings and arrangements for staff implementation.  May prepare meeting agendas and briefings. 

Essential Functions:

(30%) Administrative support for Treasurer and CRO and various business needs.

• Manage and optimize the executives' calendars, scheduling meetings and conference calls to ensure efficient use of time.
• Coordinate complex travel arrangements, including itineraries, accommodations, and transportation, ensuring cost-effectiveness and timeliness.
• Prepare and submit timely expense reports, adhering to company policies and budgetary constraints.
• Maintain departmental budgets, tracking expenditures and assisting in financial reporting processes.
• Organize and maintain filing systems, ensuring easy retrieval of documents and compliance with confidentiality standards.
• Draft, proofread, and edit correspondence, presentations, and reports, ensuring clarity, professionalism and corporate design
• Handles periodic reception duties, managing phone lines and greeting visitors as needed.

(60%) Support Treasury Finance and Tax functions.

• Compile and distribute Board Books, ensuring accuracy and timely delivery.
• Handle incoming and outgoing mail, including logging, distributing, and tracking federal, state, and local tax correspondence.
• Deposit checks and mail tax returns, ensuring compliance with deadlines.
• Coordinate documentation for IRS filings and auditor requests, facilitating smooth audit processes.
• Maintain the FATCA database and assist in filing, ensuring compliance with regulatory requirements.
• Administer Concur (Invoice and Expense), Credit Cards, ensuring accurate processing and reporting

(10%) Miscellaneous Duties:

• Take ownership of additional tasks and projects as assigned, demonstrating flexibility and initiative.
• Participate in offsite company events or meetings, contributing to team-building and organizational objectives

You come equipped with

Competencies:

• Plans and Aligns
• Communicates Effectively
• Detail Oriented
• Instills Trust
• Manages Complexity

Essential Knowledge, Skills, and Abilities:

• Education: High school diploma or equivalent; Associate's or Bachelor's degree preferred.
• Experience: Minimum of 3 years in an executive support role, preferably in a financial or corporate environment.
• Skills: Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and Adobe Pro; experience with Concur, American Express, and Wells Fargo systems preferred.
• Attributes: Strong interpersonal skills, adaptability, and a proactive approach to problem-solving.

Desired Knowledge, Skills, and Abilities:

• Accounting experience (invoices, accounts payable/receivable)
• Working knowledge of Concur or Basware expense reporting system
• Working knowledge of Credit Card administration
• Paralegal experience

Travel:

• Less than 5% travel anticipated for this role. This role will work on a hybrid schedule and will be required to work from the Orlando office location at a minimum of one day a week, more days may be required for company/team events.

Compensation (Inclusive of Base + Bonus):

• $48,200 - $65,200