BNY Mellon Careers

Executive Assistant

New York, New York
Digital


Job Description

Independently completes the full range of advanced administrative activities, in support of one or more executives, who are responsible for leading a small business unit or group and senior leaders of the Chief Digital Office. May additionally support the broader team for trips or more complex logistical tasks.

 

The assistant's tasks are diverse, complex in nature and may include but are not limited to, calendar management, travel booking, expense reporting, word processing, data entry. Specific responsibilities include the arrangement of monthly business reviews, which are attended by the most senior management of the Firm – so efficient arrangement of calendars, video-facilities and conference rooms are essential. Effectively prioritizes the needs of the office, executive(s) and/or team as prescribed by established guidelines, managing competing requests and switching focus as needed; often must negotiate prioritization of administrative activities with/among higher level team members/managers.

 

Responsible for daily interaction and management of communication with the assigned executive's/team member's direct reports. Interactions are sometimes at the leadership level. Displays ability to appropriately interact with leaders during occasional interactions inside and outside the organization.

 

May participate in ad-hoc special projects or administrative initiatives. May serve as a support team lead, assigning activities to other support staff and checking completion. Performs advanced, diversified and often confidential administrative duties requiring broad and comprehensive experience, skill and knowledge of organizational policies and procedures. May undertake special, diversified, longer-term projects requiring interaction with multiple teams. Could be expected to lead on projects related to administrative initiatives.

 

Screens calls and visitors, and resolves inquiries. Schedules meetings, prepares and distributes meeting agendas and minutes. Makes travel arrangements and maintains calendar of appointments for assigned executive(s) and/or team.

 

Often independently creates and disseminates draft/final draft correspondence; copies, files and processes related documentation. Leverages own contacts and resources, and liaises with managers/senior management on behalf of the office, assigned executive(s) or team to facilitate information gathering and confirmation of answers. Appropriately prioritizes, addresses and/or identifies the level of urgency and escalates. Sets up filing/organizational procedures.

 

Is an intermediate to advanced user of standard business software (word processing, e-mail, spreadsheets, etc.) May review and analyze complex data, assist with expense management and development of budgets, accounts payables/receivables on behalf of the office, executive(s) and/or team. Liaises with the executive(s) and direct reports to prepare budget presentations for review and use by the assigned executive(s). Completes billing and expense activities, manages supply orders and resolves associated issues on behalf of the office, executive(s) and/or team.

 

No direct reports. Effective collaboration and communication skills are required, including information exchange with internal and external contacts. Tact, diplomacy and confidentiality are essential skills based on the level of internal and external contacts. Responsible for the timeliness, quality and accurate completion of own work as well as effective collaboration with leadership and the executive's direct reports/wider team on behalf of the executive.

Qualifications

High school/secondary school or the equivalent combination of education and experience is required; bachelor s degree preferred. Applicable vocational training (e.g., courses on relevant business software like the Microsoft Office Suite of products, basic business writing, or similar) preferred; AA degree or relevant business certifications preferred. Where proficiency in standard activities within a professional discipline is pertinent, relevant degree or industry certifications for the discipline are desirable. 5-7 years of total work experience preferred. Bachelor's degree in lieu of some experience may be considered.
BNY Mellon is an Equal Employment Opportunity/Affirmative Action Employer.
Minorities/Females/Individuals With Disabilities/Protected Veterans.


Primary Location: United States-New York-New York
Internal Jobcode: 76003
Job: Digital
Organization: Digital Horizon-HR18009
Requisition Number: 1906238