Executive Assistant

Job Description Summary

Raymond James is hiring an experienced Executive Assistant to support senior leaders within our Technology organization. This role requires strong judgment, confidentiality, and the ability to solve complex problems with minimal guidance. You’ll manage diverse responsibilities, coordinate with internal and external partners, and help drive efficiency at the executive level. If you're proactive, resourceful, and thrive in a fast-paced environment, we invite you to apply.

Job Description

This is a hybrid position requiring the incumbent to be in the office 4-days per week or more depending on the needs of the executives and the business it supports.

Essential Duties and Responsibilities:

• Provides the full spectrum of support to two or more Senior Vice President’s within the Technology organization.

• Maintains confidentiality.

• Serves as a liaison with other functional areas and external customers in the resolution of routine administrative and operational issues.

• Provides executive support including answering telephones; assisting visitors; and resolving and/or referring a range of administrative problems and inquiries.

• Composes and edits correspondence and/or memoranda from dictation, verbal direction or from knowledge of established policies.

• May prepare, transcribe, compose, type, edit and distribute agendas and minutes of meetings.

• Schedules and coordinates meetings, events, lunches, interviews, appointments and/or other similar activities, which may include coordinating travel and lodging arrangements.

• Responsible for the procurement of office supplies and kitchen supplies, which includes unpacking and backfilling the kitchen and supply cabinets on the organizations floor.

• Assist with hoteling issues that may arise throughout the day within the executive’s organization.  This may include but not limited to physically going to a workstation on the floor and troubleshooting the issue, correcting the issue with known fixes, reaching out to End User Support for replacement of equipment, etc.

• Prepares or assists in preparing statistical and narrative reports by performing information gathering and analysis, as specifically directed.

• Submit expense reports weekly and reconcile Corporate American Express accounts of the executives.

• Establishes, maintains and updates files, databases, records and other documents.

• Develops and maintains data and performs routine analyses and calculations involved in preparing recurring internal reports.

• Sorts, screens, reviews and distributes incoming and outgoing email.

• Composes and prepares timely responses to a variety of routine written inquiries.

• Maintains currency in modern office management methods and techniques.

• Performs other duties and responsibilities as assigned.

• Build strong professional relationships with colleagues within the IT Admin Team and within the firm.

Required Skills:

• SAP Concur

• Expert level Microsoft Outlook experience  

• Microsoft 365 Software Applications, Viso, MS Teams, Zoom , office equipment. 

• Performing a range of executive support activities for a senior vice president of a major organizational functional area.

• Answering telephones and assisting visitors.

• Prepare, transcribing, composing, typing and editing correspondence, agendas and minutes and other documents.

• Scheduling and coordinating meetings, events, interviews and appointments.

• Preparing reports.

• Gathering and analyzing basic information.

• Establishing and maintaining files, databases and other records.

• Performing routine analyses and calculations involved in preparing reports.

• Sorting, screening and distributing email.

Ability to:

• Make administrative and procedural decisions and judgments.

• Analyze and solve problems.

• Maintain currency in modern office management methods and techniques.

• Attend to detail while maintaining a big picture orientation.

• Read, comprehend and apply business related information.

• Motivate and persuade others to achieve desired outcomes without organizational authority.

• Interpret and apply policies and identify and recommend changes as appropriate.

• Organize, manage and track multiple detailed tasks and assignments with frequently changing priorities in a fast-paced work environment.

• Communicate effectively, both orally and in writing.