NY Executive assistant

Scope and Purpose

Administration
• Perform administrative support for the Country Manager (CM) and local top management including, but not limited to, answering phones, screening and welcoming visitors, making travel arrangements, preparing reports, filing and organizing documents
• Manage a robust and dynamic calendar of meetings and events, maintain conference room schedule and arrange meetings
• Support the CM and local top management in planning and organizing special meetings or events, physical or virtual. Organize company retreats, conferences, seminars, townhalls and other special events. 
• Manage international travel logistics and create and prepare corresponding itineraries and prepare expense reports

Executive assistant: deadlines and priorities management and information flows
• Anticipate needs and next steps to assist the local top management in keeping on-time schedule for tasks and engagements. Ensure the execution of the agenda, including time management, flow of information to and from the management, help prioritize time and appointments
• Coordinate scheduling, participants and agenda of all Committee meetings of the Branch
• Utilize strong communication skills to draft written correspondence ranging from formal letters to head office, clients, regulators, etc. and draft / review reports, pitch decks, speeches, and presentations
• Ensure timely and accurate reports sent to CM as appropriate

Project monitoring and execution oversight
• Prepares prework and coordinate agendas for Committees and other meetings (including project progress meetings) and handles follow-up. Sits in several Committees, as appropriate. Take notes during certain meetings and make sure that the action items from the meeting are executed. 
• Participate on special projects as needed and report progress to local management. Oversee cross-functional, organization-wide projects or initiatives
• Collect data from across the organization, such as financial updates or program outcomes, to create dashboards 
• Provide executive support to the Management team as needed

Required Experience

• Minimum of 5 or more years of experience in a similar role working with top management in a complex multinational bank
• Experience working under pressure and meeting short deadlines
• Ability to operate independently, set goals and achieve them with minimal supervision

Required Qualifications, Skills and Knowledge

• High School Diploma; Bachelor's degree, a plus
• Fluency in Italian, a plus
• Exceptional interpersonal skills, including the ability to be consistently diplomatic, tactful and professional with all levels of staff and leaders from other organizations
• Comprehensive knowledge of an international banking organisation and familiarity with seniority levels, responsibilities and typical functions of an international bank
• Advanced computer proficiency (Microsoft Office Suite)
• Excellent written communication skills
• Ability to multi-task and prioritize heavy workflow with effective organizational efficiency
• Project Monitoring capabilities 
• Experience and understanding of Italian culture, a plus