Executive Assistant

Job Title

Perform a variety of administrative tasks aimed to optimize the time and performance of a manager or employees of a department; higher level roles will work for higher level managers or departments. Tasks may involve acting as a first point of contact, dealing with correspondence and phone calls, managing diaries, organizing meetings and appointments, preparing documents or reports, and controlling access to the manager or the department. May involve dealing with confidential information. Alternative name: Secretary, Administrative Assistant.

Under limited supervision, uses specialized knowledge and skills obtained through experience and/or specialized training to provide advanced, diversified, and confidential secretarial and administrative support to an assigned executive at the vice president or equivalent level with responsibility for a major organizational function. Guidance is provided to perform varied work that is somewhat difficult in character requiring evaluation, originality, and ingenuity to make moderately complex decisions. Resolves or recommends solutions to complex problems. Extensive contact with internal and external customers is required to identify, research, and resolve problems. May communicate information to internal or external customers to sell or service products.

Essential Duties and Responsibilities:

• Maintains confidentiality.
• Serves as a liaison with other functional areas and external customers in the resolution of routine administrative and operational issues.
• Provides executive support including answering telephones; assisting visitors; and resolving and/or referring a range of administrative problems and inquiries.
• Composes and edits correspondence and/or memoranda from dictation, verbal direction or from knowledge of established policies.
• May prepare, transcribe, compose, type, edit and distribute agendas and minutes of meetings.
• Schedules and coordinates meetings, events, interviews, appointments and/or other similar activities, which may include coordinating travel and lodging arrangements.
• Prepares or assists in preparing statistical and narrative reports by performing information gathering and analysis, as specifically directed.
• Establishes, maintains and updates files, databases, records and other documents.
• Develops and maintains data and performs routine analyses and calculations involved in preparing recurring internal reports.
• Sorts, screens, reviews and distributes incoming and outgoing mail.
• Composes and prepares timely responses to a variety of routine written inquiries.
• Maintains currency in modern office management methods and techniques.
• Performs other duties and responsibilities as assigned.
• Supports SVP level.

Knowledge, Skills, and Abilities:

Knowledge of:

• Intermediate level concepts, principles, and practices of providing executive support.
• Organizational policies and practices.
• Confidentiality policies.
• Investment concepts, practices and procedures used in the securities industry.
• Terminology of financial markets and products.

Skill in:

• Analyzing and solving problems.
• Providing support and guidance for compliance efforts.
• Maintaining currency in modern office management methods and techniques.
• Performing a range of executive support activities for a vice president of a major organizational functional area.
• Answering telephones and assisting visitors.
• Scheduling and coordinating meetings, events, interviews, and appointments.
• Preparing reports.
• Sorting, screening, and distributing mail.
• Gathering and analyzing basic information.
• Establishing and maintaining files, databases, and other records.
• Performing routine analyses and calculations involved in preparing reports.
• Operating standard office equipment and using required software applications.

Ability to:

• Make administrative and procedural decisions and judgments.
• Prepare, transcribing, composing, typing, and editing correspondence, agendas and minutes and other documents.
• Attend to detail while maintaining a big picture orientation.
• Read, comprehend, and apply business related information.
• Motivate and persuade others to achieve desired outcomes without organizational authority.
• Interpret and apply policies and identify and recommend changes as appropriate.
• Organize, manage, and track multiple detailed tasks and assignments with frequently changing priorities in a fast-paced work environment.
• Communicate effectively, both orally and in writing.
• Work independently as well as collaboratively within a team environment.
• Handle stressful situations and provide a high level of customer service in a calm and professional manner.
• Establish and maintain effective working relationships at all levels of the organization.
• Provide a high level of customer service.

Educational/Previous Experience Requirements:

• Associate's Degree and a minimum of two (2) years of experience in Compliance and/or the financial services industry preferred.
~or~
• Any equivalent combination of experience, education, and/or training approved by Human Resources.

Licenses/Certifications:

• None Required.
• Additional licenses/certifications demonstrating the candidate's knowledge/expertise in industry regulation and concepts preferred.

Workstyle:

Hybrid

At Raymond James our associates use five guiding behaviors (Develop, Collaborate, Decide, Deliver, Improve) to deliver on the firm's core values of client-first, integrity, independence and a conservative, long-term view. We expect our associates at all levels to: Grow professionally and inspire others to do the same Work with and through others to achieve desired outcomes Make prompt, pragmatic choices and act with the client in mind Take ownership and hold themselves and others accountable for delivering results that matter Contribute to the continuous evolution of the firm

At Raymond James as part of our people-first culture, we honor, value, and respect the uniqueness, experiences, and backgrounds of all of our Associates. When associates bring their best authentic selves, our organization, clients, and communities thrive. The Company is an equal opportunity employer and makes all employment decisions on the basis of merit and business needs.