Executive Administrative Assistant

Position Title

Executive Administrative Assistant

Location

Headquarters-Troy, MI

Job Summary

This position is responsible for enhancing the Executive’s effectiveness by providing information management support, administrative support and organizational support to the executive. This position will be responsible for handling a wide range of administrative and executive support related tasks working independently and with little or no supervision. This position will interact with staff (at all levels) in a fast paced environment, sometimes under pressure and must remain flexible, proactive, resourceful and efficient, with a high level of professionalism and confidentiality. This position will be responsible for gathering information to prepare reports, assisting with the planning of events, managing and directing certain inquiries, managing and prioritizing meetings for the executive and assisting with the creation of timely communications within the division.

Job Responsibilities

Develop and distribute reports, collect and analyze information, prepare presentation materials which may include multi-media applications. Organize written and verbal communication, draft letters and documents, take meeting minutes, oversee maintenance and organization of recordkeeping and filing. Effectively communicate announcements to the division and executive leadership. Make travel arrangements, manage calendars and prioritize meeting requests for an orderly schedule. Interface with other leaders, stakeholders, and vendors for business overviews, presentations and onsite visits. Conduct special projects, as needed, including organizing team and culture building events. Maintains office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; evaluating new office products; placing and expediting orders for supplies; verifying receipt of supplies. Staff member is expected to consistently adhere to regulatory and compliance policies and standards linked to their job as listed. Staff member will not repeatedly act in a manner signifying intentional or willful noncompliance, nor exhibit gross negligence or a general disregard for compliance and regulatory standards. Staff member must ensure compliance with applicable federal, state and local laws and regulations. Staff member must complete all required compliance training on a timely basis. Staff member will maintain knowledge of and adhere to Flagstar’s internal compliance policies and procedures. Staff member must take responsibility to keep up to date with changing regulations and policies.

Job Requirements

Bachelor’s degree with at least 2 years of professional work experience or at least 5+ years of comparable support experience. Self-starter, self-directed and influential who works well under pressure. Team player with the ability to create structure amidst a leadership team with different working styles. Excellent written and verbal communication skills with the ability to maintain confidential information. Expertise using Email, Excel, Word, Adobe, Visio, PowerPoint or equivalent presentation software. Proven ability to use independent judgment required to plan, prioritize, and organize a diversified workload for executive management. Ability to multi-task and work under pressure in a time constrained environment. Demonstrated interpersonal skills to handle sensitive and confidential matters. Proven analytical skills to gather and summarize data for reports, find solutions to challenges and prioritize work. Ability to work overtime if business needs require.