India FP&A Senior Executive Assistant - A05

The Senior Executive Assistant provides support to another individual or group of individuals by handling correspondence, managing calendars and appointments, arranging conferences and conference calls, making travel arrangements and providing other administrative tasks.

Responsibilities:

• Directly supports C16 level managers and generally supports an entire department
• Manages day to day calendar(s) of senior management:
  • Monitoring conflicts and addressing them proactively
  • Reviewing next 2 weeks calendar and discussing any conflicts/issues
  • Clearing calendar for any planned time-offs
  • Awareness of the time zone of participants

• Coordinates all aspects of executive level manager appointments, meetings, receptions and conference calls
• EERS: request directs to revoke 2 weeks in advance of the EERS due date, highlight any exception system accesses to the manager and approve (if delegated)

• T&E : Timely submissions of requests on behalf of senior management

• CMP Approvals: Review and approve CMP Approvals in a timely manner (if delegated). Raise in case of any concerns.

• Time off request approvals: review and approve in a timely manner (if delegated)

• Assist with creation/modification of presentations, spreadsheets, and other various documents

• Coordinates travel arrangements; prepare and distribute schedules/agendas for travel
• Prepares, reconciles, and tracks expense reports through Travel and Entertainment Expense system
• Orders supplies and process invoices through Procure to Pay system
• Process and follow-up on Virtual Requests
• Availability:  Be available from 12 noon – 9 pm IST and additional time (communicate any exception to agreed timing to all three of us)

• Response time – Respond to requests received and provide an ETA for completion. Provide ongoing updates in case it is taking longer

• Maintain to-do lists and share updates on a regular basis (start of day and end of day)

• Daily check-ins with senior managers and highlight:
  • Calendar conflicts for the day or next 2 weeks
  • Update on other ongoing activities

• Appropriately assess risk when business decisions are made, demonstrating particular consideration for the firm's reputation and safeguarding Citigroup, its clients and assets, by driving compliance with applicable laws, rules and regulations, adhering to Policy, applying sound ethical judgment regarding personal behavior, conduct and business practices, and escalating, managing and reporting control issues with transparency.

Qualifications:

• Previous office administration experience preferably within a large and complex financial services or similar organization
• Highly proficient in Microsoft Office
• Consistently demonstrates clear and concise written and verbal communication skills
• Demonstrated ability to quickly gain command of new systems
• Self-motivated and detail oriented

Education:

• Bachelor's/University degree or equivalent experience

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