Executive Assistant

Overview

Provides quality administrative support in a timely and efficient manner to the President of Fort Washington Investment Advisors (FWIA). Works with some supervision and is responsible to make a minimal range of decisions, escalate to manager when appropriate and update manager on a regular basis.

Responsibilities

What you will do

• Provides administrative assistance to the President of FWIA, including preparing memos, presentations, meeting and conference room coordination. Monitors in/out boxes of senior management, as well as fax machines, and distributes material as necessary.
• Keeps electronic daily appointment calendars, including confirming meeting logistics and performing research on potential clients to ensure President and others are well prepareed.
• Coordinates travel arrangements and prepares expense reports in a timely and accurate manner.
• Maintains all keys for FWIA. Ensures keys are kept in a secure location with restricted access.
• Coordinates FWIA holiday party, special occasions for employees and other events as requested.
• Updates FWIA contact and phone lists and maintains and updates President’s extensive contact list for holiday cards, etc.
• Handles all company newspaper and magazine subscriptions, including paying bills.
• Updates organization charts on at least a quarterly basis.
• Maintains company credit cards for all appropriate FWIA personnel.
• Coordinates bi-weekly management team meetings and other senior management meetings as required.
• Ensures Executive Committee items are submitted in a timely manner.
• Coordinates all FWIA internal office moves for all FWIA offices.
• Communicates to all FWIA associates regarding company events and other appropriate associate-related announcements. Handles circulation of cards and/or donations as appropriate.
• Acts as the second point of contact in the absence of other Executive Assistants. Learns functions and serves as backup to the Executive Assistant supporting the Chief Investment Officer and Executive Assistant supporting other Executive areas.
• Handles business recovery and inclement weather voicemail communications as a back-up to the Compliance Surveillance and Monitoring Specialist.
• Greets guests and communicates with the parking garage when Executive Assistant at front desk is unavailable.
• Coordinates multiple conference room schedules as necessary and when other assistants are unavailable. Orders lunch/refreshments for meetings held in conference rooms on an as-needed basis. Keeps electronic daily appointment calendars - confirms meeting logistics. This includes the numerous and significant meetings hosted at FWIA for the Chairman, President & CEO of Western & Southern Financial Group.
• Coordinates all HR documentation for the President of FWIA (performance reviews, etc.).
• Handles any facility issues for all FWIA floors and remote offices. Ensures kitchen is tidy, organized and stocked.
• Handles subscription and check requests as needed.
• Performs other duties as assigned.
• Complies with all policies and standards.

Qualifications

Qualifications

• High School Diploma /GED - Required
• Extensive experience serving as an administrative assistant or executive secretary to senior-level management. Experience must include supporting multiple principles where independent decision-making and self-initiative were demonstrated. - Required
• Proven experience coordinating multiple projects simultaneously and completing assigned tasks accurately and on a timely basis. Must provide examples from work experience of maintaining a high degree of accuracy associated with high volumes of work and/or multiple duties. - Required
• Proven experience handling administrative duties independently with the authority to act on behalf of managers, including prioritizing assignments, scheduling and canceling appointments, coordinating travel arrangements, responding to routine correspondence and requests, and proactively providing desired information to various department personnel. - Required
• Demonstrated experience working and communicating cooperatively and effectively within a team environment. Must cite examples of going beyond the call of duty to assist team members in work situations. - Required
• Demonstrated written and verbal communication skills with ability to convey information in a clear and concise manner. - Required
• Proven experience handling confidential information and correspondence; must cite examples of previous approaches to maintaining confidentiality. - Required
• Proven experience adapting and demonstrating flexibility associated with changes to policies/procedures. Must provide examples demonstrating flexibility to meet department and customer needs in work situations. - Required
• Proficient in word processing, spreadsheet and presentation applications. -

Work Setting/Position Demands:

• Works in an office setting and remains in a stationary position for long periods of time while working at a desk, on a computer or with other standard office equipment, or while in meetings.
• Requires the ability to verbally communicate and exchange accurate information to customers and associates on a regular basis.
• Requires visual acuity to read and interpret a variety of correspondence, procedures, reports and forms via paper and electronic documents, visual inspection involving small defects; small parts, and/or operation of machinery (including inspection); using measurement devices continuously. Visual acuity is required to determine accuracy, neatness, and thoroughness of work assigned.
• Requires the ability to prepare written correspondence, reports and forms using prescribed formats and conforming to rules of punctuation, grammar, diction, and style on a regular basis.
• Requires the ability to apply principles of logical thinking to define problems, collect data, establish facts, and draw valid conclusions
• Performs substantial movement of wrists, hands, and fingers for continuous computer work.
• Extended hours required during peak workloads or special projects/events.

Travel Requirements:

• None