Executive Assistant - Finance & Administration

Location

Vereinigte Staaten von Amerika | Germany

Job description

Executive Assistant - Finance & Administration

The energy of a newsroom, the pace of a trading floor, the buzz of a recent tech breakthrough; we work hard, and we work fast - while keeping up the quality and accuracy we're known for. It's what keeps us inventing and reinventing, all the time. Our culture is wide open, just like our spaces. We bring out the best in each other through teamwork. Through our countless volunteer projects, we also help network with the communities around us, too. You can do amazing work here. Work you couldn't do anywhere else. It's up to you to make it happen.

What's the role?

At Bloomberg Finance we are committed to providing world-class support to our business partners by providing insight on business performance, financial oversight and thought leadership.

We are currently seeking an Administrative Assistant to join our larger finance team supporting a CFO team. This role will allow you to work in a highly collaborative role and contribute to the day to day of senior leaders with Bloomberg's Finance and Administration division. Our administrative team works hand in hand on departmental initiatives to ensure that proper coverage is in place at all times.

We'll trust you to:

• Own end to end calendar and time management for Senior leaders and associated teams: scheduling meetings and resolving conflicts; coordinating and prioritizing internal and external meetings
• Schedule conference rooms, video/conference details, IT support, security badges and place catering orders
• Arrange international and domestic travel including all logistics: air, ground and rail transfers; accommodations; confirm technology/connectivity; passports, T&E management and reporting
• Manage documents for senior managers and associated teams, ensuring high level of detail and discretion is managed appropriately
• Project Management: Ability to help various projects and work directly with team members and administrative team to accommodate needs
• Develop and maintain strong relationships across teams, with senior executives, senior executive admins, third parties and vendors, etc.  
• Field inquiries to appropriate team members, respond to employee inquiries, and ensure timely response to urgent issues
• Provide day-to-day administrative support/coverage in the absence of other administrative assistants
• Backing up senior level executive assistants and assisting with manager’s calendars, daily projects, mailings, expense reports and day to day administrative tasks
• Attend team meetings, take notes and follow up on open items and deliverable due dates
• Provide support to team members, including but not limited to, domestic and international document shipping requests, SAP access entry and helping to facilitate sensitive documents to key stakeholders
• Coordinate team building activities or events
• Facilitate and execute vendor negotiations and contracts
• Provide light personal support as needed
• Provide backup coverage and calendar management to other CFOs within the group when members of the administrative support team are out of office
• Position will require working closely in a team environment and collaborating with the administrative team frequently

You'll need to have:

• A minimum of 5 years administrative experience providing exceptional support to multiple individuals and frequent interaction with C-level executives
• A bachelor’s degree
• Outstanding interpersonal and communication skills
• Exceptional organization and time management skills with great attention to detail
• Excellent judgment, the ability to balance resourcefulness and discretion and demonstrate ability to protect confidential and proprietary information of the firm and managers
• A positive and collaborative attitude, assertive but flexible personality to meet the changing needs of the firm and current assigned team; highly reliable, responsible and responsive
• The ability to effectively manage/coordinate simultaneous projects, and successfully prioritize and multi-task with sound judgment in a collaborative environment
• A motivated, proactive and customer service-oriented attitude
• Experience using both Macs and PCs and proficiency in Apple iOS; proficiency in Microsoft Office Suite including Word, Excel, PowerPoint, Outlook and Visio

Does this sound like you?

Apply if you think we're a good match. We'll get in touch to let you know that the next steps are, but in the meantime feel free to have a look at:  

Bloomberg is an equal opportunity employer and we value diversity at our company. We do not discriminate on the basis of age, ancestry, color, gender identity or expression, genetic predisposition or carrier status, marital status, national or ethnic origin, race, religion or belief, sex, sexual orientation, sexual and other reproductive health decisions, parental or caring status, physical or mental disability, pregnancy or maternity/parental leave, protected veteran status, status as a victim of domestic violence, or any other classification protected by applicable law.

Bloomberg provides reasonable adjustment/accommodation to qualified individuals with disabilities. Please tell us if you require a reasonable adjustment/accommodation to apply for a job or to perform your job. Examples of reasonable adjustment/accommodation include but are not limited to making a change to the application process or work procedures, providing documents in an alternate format, using a sign language interpreter, or using specialized equipment. If you would prefer to discuss this confidentially, please email [email protected] (Americas), [email protected] (Europe, the Middle East and Africa), or [email protected] (Asia-Pacific), based on the region you are submitting an application for.

Job tags

Salary