Commercial Bank- Proposal Team- Executive Administrative Assistant

JP Morgan Chase - Chicago, IL3.9

Full-time
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JPMorgan Chase & Co. (NYSE: JPM) is a leading global financial services firm with assets of $2.5 trillion and operations worldwide. The firm is a leader in investment banking, financial services for consumers and small business, commercial banking, financial transaction processing, and asset management. A component of the Dow Jones Industrial Average, JPMorgan Chase & Co. serves millions of consumers in the United States and many of the world's most prominent corporate, institutional and government clients under its J.P. Morgan and Chase brands. Information about JPMorgan Chase & Co. is available at http://www.jpmorganchase.com/ *

(CB), one of JPMC’s four lines of businesses, provides a full range of services including lending, treasury services, investment banking, commercial card and asset management products to meet its clients’ domestic and international financial needs. Through a network of 125 offices and about 7,000 employees, CB serves approximately 23,000 clients nationally, including corporations, municipalities, financial institutions and not-for-profit entities, with annual revenue generally ranging from $20 million to $2 billion, and nearly 36,000 real estate clients, owners and investors. CB is the third largest commercial bank in the U.S., with almost $140 billion in loans and almost $200 billion in deposits. In 2013, CB generated revenue and earnings of $7.0 billion and $2.6 billion, respectively.

Day to day duties will include scheduling meetings and appointments, logistics coordination and management of certain projects, travel schedules, processing expense statements and reserving conference rooms as necessary. Your daily routine also includes interaction with various executive level internal clients across the lines of businesses. You will need to adapt procedures, processes and techniques to complete assignments in line with the department's activities and goals. The duties and administrative functions will require confidentiality, initiative, sound decision-making, independent judgment and the ability to escalate serious or unique problems to higher levels.

Administrative Responsibilities:
Compliance – Manage sensitive data policy requirements and required reporting for team (including Passport and Sensitive Data Reviews)
Manage sports and entertainment tickets
Expense Management – Processing invoices and T&E expense claims for team members. Ensure all policies are followed and items are processed within provided guidelines
Telephone coverage for multiple executives
Provide administrative support for the team
Actively manage the calendars of multiple team members and work effectively with other administrative assistants to coordinate/plan meetings and conference calls, which may involve numerous time zones
Book international & domestic travel arrangements and organize itineraries
Process timely and accurate travel expense reports
Develop and maintain electronic files as needed
Assist with staff onboarding and off boarding which includes requesting equipment setup and system access
Manage general office needs such as ordering supplies, mail distribution, facilities management and floor maintenance
Demonstrate high degree of professionalism in executive interactions
Work cooperatively with national full administrative assistants team, in positive partnership to back up each other smoothly
Participate in planning of events and marketing activities including CKC (Customer Knowledge Center) nomination, RSVP list, logistics and onsite assistance as needed
CKC (Customer Knowledge Center) contact maintenance and call note entry for team as needed
Coordinate Sr. Executive Market visits including collecting profiles for client visits/meetings
Manage S24 (Series 24 Supervisor) requirements including assisting with audit preparation and Patrol entries
Participate in planning of events and marketing activities including CKC (Customer Knowledge Center) nomination, RSVP list, logistics and onsite assistance as needed
Assist in editing spreadsheets and presentations including printing and binding for client meetings - skills in Word, Excel, and PowerPoint required

Performance Expectations:
Self-starter, ability to work in a fast-paced team environment
Willing and able to learn the business and fully understand how and why tasks satisfy business needs
Strong interpersonal, written, and oral communication skills
Strong organizational and time management skills
Ability to work independently as well as part of the team to ensure that the needs of the group are always met and that adequate assistant coverage is provided to the group
Make yourself available to your peers to assist with overflow, special projects and day-to-day tasks
Strong Technical skills – hardware and software
Tasks, whether routine or urgent, are completed successfully and in a timely manner
Understanding and demonstrating good problem-solving skills
Calendar management/document organization
Other administrative/general tasks
Maintain department equipment (fax machines, copiers, printers, etc.)
Coordinate group coverage (i.e., vacations, training and temporary assistance)
Establish and maintain open communication policies with peers and managers across the country
Maintain familiarity with all policy and technology updates
Maintain confidentiality of information
Minimum 5 years senior executive secretarial experience (3 years with high level ED (Executive Director) or MD (Managing Director )/SVP (Senior VP) preferred

Proven PC skills, highly proficient in all Microsoft Office applications (Word, Excel, PowerPoint, Outlook)
Enthusiastic, self-motivated, effective under pressure, and flexible
Able to work with minimal supervision, works well individually and in teams, shares information, and supports colleagues
Solid organizational and time management skills
Excellent verbal and written communication and interpersonal skills required with the ability to produce high quality emails and messages to individuals at all levels of the organization
Excellent telephone skills (i.e. takes accurate and complete messages)
Expected work schedule 8am-5pm, M-F with flexibility for overtime depending on the work load
Knowledge of the following systems: EURC (Request Center), Concur, GSP (Global Supplier Portal), Ariba, and Travel Express is a plus

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