The Senior Executive Assistant provides support to another individual or group of individuals by handling correspondence, managing calendars and appointments, arranging conferences and conference calls, making travel arrangements and providing other administrative tasks.

Responsibilities:

• Directly supports a C16 level manager and generally supports an entire department
• Manages day to day calendar(s) of senior management
• Coordinates all aspects of executive level manager appointments, meetings, receptions and conference calls
• May prepare and review materials and correspondence for meetings
• Assist with creation/modification of presentations, spreadsheets, and other various documents
• Coordinates travel arrangements; prepare and distribute schedules/agendas for travel
• Prepares, reconciles, and tracks expense reports through Travel and Entertainment Expense system
• Orders supplies and process invoices through Procure to Pay system
• Process and follow-up on Virtual Requests
• Assists in ad-hoc reports special projects as needed
• Trains, coaches or guides other administrative staff when required
• Appropriately assess risk when business decisions are made, demonstrating particular consideration for the firm's reputation and safeguarding Citigroup, its clients and assets, by driving compliance with applicable laws, rules and regulations, adhering to Policy, applying sound ethical judgment regarding personal behavior, conduct and business practices, and escalating, managing and reporting control issues with transparency.

Qualifications:

• Previous office administration experience preferably within a large and complex financial services or similar organization
• Highly proficient in Microsoft Office
• Consistently demonstrates clear and concise written and verbal communication skills
• Demonstrated ability to quickly gain command of new systems
• Self-motivated and detail oriented

Education:

• Bachelor's/University degree or equivalent experience

About the Transitional Services Office: The Transitional Services Office plays a critical role within our global bank, facilitating seamless transitions and operational changes across various business units and regions. This office is responsible for coordinating complex projects, managing stakeholder communications, and ensuring the successful implementation of strategic initiatives in a highly dynamic and interconnected environment.

Position Overview: We are seeking a highly organized, proactive, and experienced Executive Assistant to provide comprehensive administrative and executive support to a Managing Director within the Transitional Services Office. The ideal candidate will thrive in a fast-paced, global setting, demonstrating exceptional discretion, judgment, and the ability to effectively navigate complex organizational structures and diverse cultural contexts. This role is crucial in enabling the Managing Director to focus on strategic priorities by managing administrative burdens and facilitating efficient operations across time zones and departments.

Key Responsibilities:

• Executive Support: Provide high-level administrative support to the Managing Director, including managing complex calendars, scheduling meetings, coordinating travel arrangements (domestic and international), and preparing expense reports.
• Communication Management: Act as a primary point of contact, screening and prioritizing communications (emails, calls, correspondence), drafting professional communications, and ensuring timely and appropriate responses.
• Meeting Preparation & Management: Prepare meeting agendas, gather necessary materials, take minutes, track action items, and ensure follow-up on deliverables for internal and external meetings.
• Project and Initiative Support: Assist in the coordination of meeting and workshops for projects and initiatives overseen by the Transitional Services Office, including tracking progress, maintaining documentation, and liaising with various stakeholders.
• Information Management: Organize and maintain confidential files, documents, and information systems efficiently and securely.
• Global Navigation & Coordination: Proactively understand and navigate the bank's global organizational structure, fostering effective communication and collaboration across different regions, functions, and teams worldwide. This includes coordinating activities with international colleagues and understanding diverse operational protocols.
• Relationship Management: Build and maintain strong working relationships with internal and external stakeholders, including senior executives, clients, and administrative teams across the globe.
• Presentation & Document Preparation: Prepare reports, spreadsheets, and other documents, ensuring accuracy, consistency, and adherence to corporate standards.
• Office Management: Manage office supplies, equipment, and other logistical needs to ensure the smooth operation of the Managing Director's office.

Qualifications:

• Experience: Minimum of 5+ years of experience as an Executive Assistant supporting senior-level executives, preferably within a large, global financial institution or similarly complex corporate environment.
• Global Acumen: Proven ability to work effectively in a global organization, understanding and adapting to different business cultures, time zones, and operational practices. Experience coordinating across international teams is highly valued.
• Technical Proficiency: Proficient in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and experience with virtual collaboration platforms and document management systems.
• Communication Skills: Excellent written and verbal communication skills with the ability to articulate complex information clearly and concisely to diverse audiences. Fluency in English and Spanish is required.
• Organizational Skills: Superior organizational, multitasking, and time management abilities with a keen attention to detail.
• Problem-Solving: Strong critical thinking and problem-solving skills, with the ability to anticipate needs and proactively address challenges.
• Discretion & Confidentiality: Demonstrated ability to handle sensitive information with the utmost discretion and maintain strict confidentiality.
• Proactivity & Adaptability: Self-motivated, resourceful, and adaptable to changing priorities and demands in a dynamic environment.
• Education: Bachelor's degree preferred, or equivalent practical experience.

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Job Family Group:

Business Strategy, Management & Administration

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Job Family:

Administrative Support

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Time Type:

Full time

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Most Relevant Skills

Please see the requirements listed above.

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Other Relevant Skills

For complementary skills, please see above and/or contact the recruiter.

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Citi is an equal opportunity employer, and qualified candidates will receive consideration without regard to their race, color, religion, sex, sexual orientation, gender identity, national origin, disability, status as a protected veteran, or any other characteristic protected by law.

 

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