Executive Administrative Assistant (Hybrid)

At Broadridge, we've built a culture where the highest goal is to empower others to accomplish more. If you’re passionate about developing your career, while helping others along the way, come join the Broadridge team.

Broadridge is hiring! We are seeking an Executive Administrative Assistant to support the Chief Accounting Officer (“CAO”) and the Head of Finance Digital Transformation. In this position, you will report to the SVP, Finance – Chief Accounting Officer based in our Newark, NJ office.  We are looking for someone to serve as a central point of the CAO organization to support the coordination of the various teams within the group. You will serve as the departmental SME for key administrative tasks, coordinate complex schedules and serve as a project manager for departmental initiatives. The role is responsible for ensuring that the business leaders are fully briefed and prepared for all day-to-day professional interactions,  project management, and logistical operations. In addition, this role will support the group with presentation creation, financial reporting, and budgeting. This individual will also partner with other business areas on projects and initiatives.

This role will be required to be on-site at the Newark Broadridge office four days per week, with the option to periodically work remotely.

Responsibilities:

• Support the Chief Accounting Officer, the Head of Finance Digital Transformation (“HFDT”) and their direct reports:

• Project management – provide project management support on complex initiatives supporting and driving progress and accountability to advance portfolio of initiatives for the Accounting and Digital Transformation organization

• Play a critical role in streamlining operations, assisting with budgets, managing calendars, meetings, and travel, and overall ensuring the effectiveness of our global leadership team

• Assist in the preparation and quality control of presentations, drafting of business-related documents, including SEC filings and financial statements, reports, tables and charts, internal and external communications

• Supporting executives with calendar management with a high level of integrity by proactively arranging, confirming, and managing meetings with all related logistics (rooms, WebEx, documents, catering, etc.) and reviewing calendars for conflicts that might occur and making necessary adjustments

• Support teams on personnel-related tasks including onboarding and offboarding of colleagues, supply management, and other ad-hoc projects such as colleague engagement

• Prepare daily progress updates and help maintain strong relationships with leaders to drive successful outcomes from meetings by sending timely follow-up emails, summarizing key points discussed during meetings, confirming action items or next steps, scheduling follow-up meetings or calls, preparing materials or reports for follow-up discussions and tracking progress on follow-ups

• Manage departmental assets, supplies & services procurement and other administrative support tasks

• Recommend skill-building activities (such as CPE class coordination, training programs, internal and external guest speakers, etc.) and ways to incorporate those skills in the day-to-day work of the team

• Organize events (small dinners with clients, internal dinners, team events and off-sites) by recommending a venue, coordinating with events vendors (catering, vendor booths, games, bands, etc.), and creating memorable experiences at employee events with thoughtfully curated prizes, vendor selections, and engagement

• Facilitating travel and expense management by coordinating necessary passport/visa documentation when needed, scheduling often complex domestic and international travel (flights, hotel and ground transportation), and preparing travel and expense reports in a timely manner

  • Monthly Finance Forum agenda

• Develop and maintain strong relationships with other Executive Assistants; including providing back-up when needed

• May perform other ad hoc duties / responsibilities as needed or assigned

Qualifications:

• 10+ years of experience, with previous executive/high level administrative support experience

• Bachelor's degree required

• Ability to manage multiple projects and priorities

• Absolute confidentiality is required

• Strong communication, multi-tasking, problem-solving and organizational skills

• The ideal candidate is detail-oriented with strong communication and time management skills

Benefits Information: Please visit www.broadridgebenefits.c