Associate, Executive Assistant II

Company: Bank of New York Mellon
Location: Jersey City
Posted on: September 15, 2023

Job Description:

Overview

Bring your ideas. Make history.
BNY Mellon offers an exciting array of future-forward careers at the intersection of business, finance, and technology. We are one of the world's top asset management and banking firms that manages trillions of dollars in assets, custody and/or administration. Known as the "bank of banks" - 97% of the world's top banks work with us as we lead and serve our customers into the new era of digital.

With over 238 years of rich history and industry firsts, BNY Mellon has been built upon our proven ability to evolve, lead, and drive new ideas at every turn. Today, we're approximately 50,000 employees across 35 countries with a culture that empowers you to grow, take risks, experiment and be yourself. This is what #LifeAtBNYMellon is all about.

We're seeking a future team member for the role of Associate, Executive Assistant II to join our Digital team. This role is located in Jersey City, NJ, Lake Mary, FL, Pittsburgh, PA, or Wellesley, MA - HYBRID/REMOTE.

In this role, you'll make an impact in the following ways:

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.

• Evaluates non-standard problems and uses judgement to develop appropriate solutions or procedures.
• Operates effectively with a significant degree of time management and work method/approach latitude.
• 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.
• Appropriately and effectively addresses highly complex issues escalated to assigned executive's office/team.
• 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.
• Screens calls and visitors, and resolves inquiries.
• Other activities often reflect some elements of the professional discipline supported, including beginning level bookkeeping/accounting and compliance, among others.
• Schedules meetings, prepares and distributes meeting agendas and minutes.
• Makes travel arrangements and maintains calendar of appointments for assigned executive(s) and/or team.
• Exercises autonomy in anticipating a diverse range of highly complex issues and troubleshooting these issues as they arise.
• Typically conducts a range of administrative assignments related to the smooth operation of the assigned executive('s') and/or team's attendance at or conduct of seminars, workshops, and/or conferences, among others, including production of materials that may be sensitive in nature, scheduling, logistical arrangements, and liaising with participants, speakers, and vendors.
• May undertake special, diversified, longer-term projects requiring interaction with multiple teams.
• Could be expected to lead on projects related to administrative initiatives.
• Often independently creates and disseminates draft/final draft correspondence, copies, files and processes related documentation.
• Prepares and distributes meeting agendas and minutes.
• Conducts research, compiles analyses and summarizes information for reports and correspondences.
• 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.
• Applies discretion to triage and manage complex, sensitive situations resulting from a wide range of requests, questions and problems directed toward the assigned office, executive(s) and/or team.
• Appropriately prioritizes, addresses and/or identifies the level of urgency and escalates.
• May be authorized to speak on behalf of the assigned executive(s) in certain limited circumstances.
• May be expected to develop, draft or produce advanced memos, correspondence and reports on behalf of the office, assigned executive(s) and/or team.
• May review those drafted by the executive's direct reports or other support staff for accuracy. 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.
• Work may also require proficiency in standard activities within a professional discipline (e.g., Human Resources, Finance, etc.) and may require a degree in the relevant discipline.
• No direct reports.
• May serve as a support team lead, assigning activities to other support staff and checking work completion.
• May also provide advice/training to new or less experienced team members.
• 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 facilitating the full range of administrative activities for one or more executives at Level S, who are responsible for leading a small business unit or group.
• May additionally or separately support a moderate to large team [approximately > 10 individuals].
• In certain circumstances, e.g. small branch offices, the incumbent may manage general office administration.
• 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.
• Priority is on daily/weekly work, but will be responsible for executing longer term work/projects as requested.
• Contributes towards achievement of team goals and maybe assigned a mix of short to long-term projects or initiatives.
  Qualifications:
  
  • Has significant latitude to adjust daily work routines as needed.
  • Exercises autonomy in anticipating and troubleshooting a range of issues as they arise.
    BNY Mellon is an Equal Employment Opportunity/Affirmative Action Employer.
    
    Minorities/Females/Individuals with Disabilities/Protected Veterans. Our ambition is to build the best global team - one that is representative and inclusive of the diverse talent, clients and communities we work with and serve - and to empower our team to do their best work. We support wellbeing and a balanced life, and offer a range of family-friendly, inclusive employment policies and employee forums.
    
    BNY Mellon assesses market data to ensure a competitive compensation package for our employees. The base salary for this position is expected to be between $46,500 and per year at the commencement of employment. However, base salary if hired will be determined on an individualized basis, including as to experience and market location, and is only part of the BNYM total compensation package, which, depending on the position, may also include commission earnings, discretionary bonuses, short and long-term incentive packages, and Company-sponsored benefit programs.
    This position is at-will and the Company reserves the right to modify base salary (as well as any other discretionary payment or compensation) at any time, including for reasons related to individual performance, change in geographic location, Company or individual department/team performance, and market factors.
    
    Employer Description:
    
    For over 230 years, the people of BNY Mellon have been at the forefront of finance, expanding the financial markets while supporting investors throughout the investment lifecycle. BNY Mellon can act as a single point of contact for clients looking to create, trade, hold, manage, service, distribute or restructure investments and safeguards nearly one-fifth of the world's financial assets. BNY Mellon remains one of the safest, most trusted and admired companies. Every day our employees make their mark by helping clients better manage and service their financial assets around the world. Whether providing financial services for institutions, corporations or individual investors, clients count on the people of BNY Mellon across time zones and in 35 countries and more than 100 markets. It's the collective ambition, innovative thinking and exceptionally focused client service paired with a commitment to doing what is right that continues to set us apart. Make your mark: bnymellon.com/careers.
    
    EEO Statement:
    
    BNY Mellon is an Equal Employment Opportunity/Affirmative Action Employer. Minorities/Females/Individuals With Disabilities/Protected Veterans. Our ambition is to build the best global team - one that is representative and inclusive of the diverse talent, clients and communities we work with and serve - and to empower our team to do their best work. We support wellbeing and a balanced life, and offer a range of family-friendly, inclusive employment policies and employee forums.

Keywords: Bank of New York Mellon, Jersey City , Associate, Executive Assistant II, Accounting, Auditing , Jersey City, New Jersey