Job Description:
At Bank of America, we are guided by a common purpose to help make financial lives better through the power of every connection. Responsible Growth is how we run our company and how we deliver for our clients, teammates, communities and shareholders every day.
One of the keys to driving Responsible Growth is being a great place to work for our teammates around the world. We're devoted to being a diverse and inclusive workplace for everyone. We hire individuals with a broad range of backgrounds and experiences and invest heavily in our teammates and their families by offering competitive benefits to support their physical, emotional, and financial well-being.
Bank of America believes both in the importance of working together and offering flexibility to our employees. We use a multi-faceted approach for flexibility, depending on the various roles in our organization.
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Job Description:
This job is responsible for providing diverse and confidential administrative support, including extensive calendar management. Key responsibilities include supporting management with administrative tasks, coordinating travel arrangements, processing expenses, gathering and reporting information relevant to/for the executive, and responding to incoming mail. Job expectations may include assisting with organizing in-person meetings and off-sites and managing different and conflicting objectives, projects, or activities in a responsive and personable manner.
Responsibilities:
- Communicates with executives and line management to gather and convey relevant information
- Answers manager's phone line, documenting accurate messages and handling calls with appropriate judgment
- Proactively manages the calendar of multiple stakeholders proactively, effectively resolving conflicts that arise in a professional manner
- Arranges and handles details related to travel arrangements, expense reports, meetings, appointments, and creates custom travel package
- Prepares meeting minutes and related meeting documents, utilizing written and oral communication skills
- Prepares correspondence, reports, and forms for leaders, following interaction with internal and/or external customers to answer questions, research, and resolve problems.
- Partner closely with the Business Support Manager (BSM) assisting with a variety of routine tasks aligned to meetings, deliverables, and/or planning events.
- Maintain repository of operational meetings (i.e., production, staff, business review) and support meetings (all hands calls, skip level meetings, travel, etc.).
- Provide coverage for peers when they are out of the office.
- Develop and maintain connections across the organization and act as a liaison to assist with a variety of tasks, including subject matter expert on Bank systems.
- Plano site Global Operations contact for assistance with meetings, catering, site access and general operating requests. Work closely with Plano site HR, Facilities, and Security executives with site requests.
- Maintain organizational Administrative Playbook; biannual review to ensure changes to processes accounted for.
- Assist organization with ordering supplies, corporate cards, flowers. Acts as a proxy for employee recognition and system access approvals.
Required Qualifications:
- 5+ years of experience providing administrative support at the senior management level
- Experience with Outlook and other MS Office programs (Excel, PowerPoint, Word, One Note, WebEx, SharePoint, and Skype).
- Calendar Management: Extensive experience coordinating meeting logistics across multiple time zones (includes international) and partner with peer admins when necessary; proactive thinking and understands the importance of looking ahead to ensure calendar conflicts are resolved with little assistance; understands which meetings require prep-work/dry run and knows to block that time in advance.
- Proven ability to manage multiple, complex executive calendars at any given time, while demonstrating agility and flexibility.
- Concur or similar experience scheduling travel and processing expenses.
- Acts professional and polished in-person, over the phone, and through email communications, while appropriately managing sensitive and confidential information.
- Contribute to an enjoyable and professional work environment; exhibit a calm, positive demeanor.
- Proven relationship building skills and experience effectively working well with different interpersonal styles.
- Detail oriented, highly organized, and strong time management, multi-tasking, and prioritization skills.
- Must possess good judgment and strong critical thinking skills.
- Ability to work independently with minimal direction; works effectively under pressure and time constraints.
- Exemplary demonstrated work ethic and pro-active, 'can do' approach.
- Ability to learn quickly and take on new responsibilities.
- Become a member of the Administrative Professionals Network (APN) and attend monthly forum; attend monthly Travel and Expense forum.
Desired Qualifications:
- Bachelor's degree or similar work experience.
- System knowledge to perform tasks in: Guardian, ARM, Workday, Concur, GEP Smart, Global Recognition Tool, and Technology
Skills:
- Administrative Services
- Adaptability
- Attention to Detail
- Collaboration
- Customer and Client Focus
- Facilities Management
- Prioritization
- Meeting, Event and Travel Planning
- Office Administration
- Oral & Written Communications
- Problem Solving
- Recording/Organizing Information
- Research
- Written Communications
Shift:
1st shift (United States of America)
Hours Per Week:
40