Role Overview

Manage daily calendars, demonstrating flexibility and problem-solving abilities to adjust or prioritize schedules based on last-minute changes.
Develop strategies unique to each Executives’ needs in order to maximize efficiency and clearly communicate priorities.
Identify upcoming conflicts and key players to assess coverage and communication strategies.
Advocate for your Executive’s availability across the enterprise to gate-keep internal scheduling.
Know the status of active deals to anticipate upcoming client and team needs.
Arrange meetings and events by sending invitations; in addition to reserving meeting rooms, catering, audio/video, and other services as needed.
Understand business nuances of in-person meetings, including: invite formatting, guest registration, compliance protocols and on-site meeting flow.
Drive key team events (all-hands meeting, conferences, ordering supplies and social events) and their corresponding pieces.
Facilitate venue sourcing, contracting and event execution while building industry relationships to leverage for future events.
Be a living resource by cultivating relationships across the Enterprise with various subject matter experts to provide your team with quick and accurate answers.
Coordinate travel arrangements for your team and broader deal teams with respect to your client’s parameters, and their overall spend.
Be accessible for changes and address them swiftly and calmly via Capital One’s approved channels factoring in travel exceptions and policies.
Provide innovative problem-solving alternatives.
Prepare and process expense reports in a timely manner with appropriate coding and comments based on client and general business needs.
Serve as a role model for all other administrative professionals by maintaining the highest levels of customer service externally and internally across the entire organization.
Perform general administrative tasks for day-to-day operations, including shipping, document preparation, facilitating ad-hoc projects and handling novel issues.
Communicate clearly, concisely and professionally with clients and their support staff.
Cultivate relationships with external administrative teams to easily facilitate future business needs.
Know the life cycle of a deal within our business to effectively prioritize clients when scheduling meetings.
Establish yourself as both a gatekeeper and a main point of contact for your team through your communications and relationship cultivation.
Organize Management Presentations in various geographies, inclusive of all surrounding travel or dining logistics.
Identify mutually convenient locations for client and prospect travel before sourcing appropriate venues factoring in discretion, meeting needs and accessibility.
Provide travel assistance, as needed, for external parties.
Coordinate all catering, audiovisual, rooming and private dining contracts, and run-of-show items ahead of time to provide a seamless experience.
Process relevant charges in a timely manner to provide clients with an accurate picture of their all-in spend and reinforce Capital One’s integrity as a business partner.
Be an effective partner in planning collaborative events at relevant conferences, or as business development opportunities, and demonstrate willingness to navigate relationship nuances in the process.
Facilitate celebratory activities and arrangements for clients at the close of transactions through sourcing various experiences and facilitating the venue and dining contracts, transportation logistics, and general travel arrangements.

Requirements

High School Diploma, GED or equivalent certification
At least 2 years of Administrative experience
At least 2 years of experience in Microsoft Office Suite (Outlook, Excel, Word, PowerPoint) or Google Suite
Associates Degree (preferred)
At least 5+ years of experience as an Executive Assistant or Administrative Assistant in a fast-paced environment (preferred)
At least 3+ years of calendar management supporting multiple executives (preferred)
At least 1+ year of meeting and event planning experience (preferred)
Experience setting up video conference and Zoom/Skype technology for meeting user (preferred)
Experience planning ahead and managing time effectively (preferred)
Excellent written and verbal communications (preferred)
Excellent organizational skills (preferred)

Benefits

Health insurance
401(k) matching
Professional development opportunities
Paid time off
Flexible work arrangements

Sr. Administrative Assistant

About this role