Junior Executive Coordinator
Clarien Bank Limited
Località del lavoro
Hamilton, Bermuda
Stato di occupazione
Tempo pieno
Dettagli del lavoro
The Junior Executive Coordinator is the first point of contact for Clarien’s Wealth Management and Executive team. They will provide professional and excellent service to clients, liaising with internal colleagues as appropriate. Under the guidance of the Senior Executive Coordinator, this individual will also provide support to multiple Senior Executives with a variety of complex responsibilities and confidential duties. The Junior Executive Coordinator should be methodical, detail- and service-oriented, proactive, personable and flexible.
Responsibilities
· Welcome clients and direct them accordingly; liaising with the Senior Executive Coordinator as appropriate and responding to routine inquiries
· Proactively maintain Executives’ appointment schedules and calendars by planning and scheduling meetings, conferences and travel; ensuring that any conflicts are resolved in advance
· Assist with organising key executive meetings including tracking responses, preparing for the meetings (either in-person or remote or hybrid), handling AV set up and troubleshooting, ordering and arranging refreshments, etc.
· Ensure the smooth running of the Points House office with direct responsibility for maintaining inventory and ordering stationary, office supplies and kitchen supplies and ensuring the office space represents the Clarien brand, liaising with Building Management for any issues, including the fulfillment of invoices
· Process a variety of Private Banking Client requests promptly and accurately such as:
o Teller Services transactions
o Inter account transfers, Standing order requests and process credit card and loan payments
o Wires or ACHs, SWIFT payments
o Account Maintenance
· Draft letters, presentations, spreadsheets and other documents, researching information for internal and external meetings as requested
· Assist with all quarterly Board administration including but not limited to hotel bookings, airfare bookings, organization of events, arranging transportation, assisting Directors with ad hoc queries and expense forms, etc.
· Produce expense reimbursements for Executives and other senior managers as directed
· Maintain electronic and hard copy filing system in a proactive manner; files, indexes and cross-references correspondence and files
· Assist with Clarien’s sponsored events, proactivity assisting with preparations beforehand and day of set up
· Coordinate and/or assist the Executives and senior staff with special projects as required, including but not limited to proofreading material and presentations.
Qualifications
· Associate’s Degree in Business Administration or Executive Secretary diploma from an accredited institution
· A minimum of 3 years’ administrative experience in a banking, financial services and/or legal environment
· Superior knowledge in Microsoft Word, Excel, PowerPoint, and the ability to learn other software packages as required
· Ability to exercise discretion and respect for confidentiality in all matters
· Ability to work partially unsupervised and demonstrate integrity and commitment to work ethic
· Ability to maintain one’s composure and work under significant pressure while maintaining accuracy and a meticulous eye for detail
· Ability to juggle multiple competing tasks simultaneously
· Excellent organizational/ analytical skills to efficiently co-ordinate and handle multiple responsibilities and assignments in a continuously demanding environment
· Ability to appropriately manage access to the Executive team
· Proven capacity for independent judgment and decision-making using one’s own initiative
· Superior interpersonal skills and ability to manage divergent management styles
· Possess excellent written and verbal communication skills
· Resourcefulness and flexibility to adapt to change
· Professional appearance, pleasant manner and ability to work harmoniously with a diverse staff and to represent the Executives effectively and professionally to external parties including customers, regulators and others