Markets Executive Assistant and Roadshow Coordinator at JPMorgan Chase & Co.

Job Description

A successful Administrative Assistant possesses structure, attention to detail, quality focus, high energy and flexibility to a high-paced deadline driven organization. In this role you will need to work well in a team environment, be able to represent the various managers and professionals that you will support.  Professional courtesy, business acumen are necessary in order to deliver flawless work output. You are expected to possess strong inter-personal skills in order to interact with various executive levels and different lines of businesses. You will need to understand and follow procedures, highlight any gaps, follow processes and techniques to complete assignments in line with the department's activities and goals. Understanding and being able to articulate the department strategy is key.

Executive Assistant Responsibilities

• Maintain complex and detailed calendars

• Perform monthly tasks such as HR training schedule, maintain and update client lists, etc.

• Screen incoming calls and determine the level of priority information

• Manage the coordination and logistics of both internal and external meetings

• Arrange and coordinate complicated domestic and international travel

• Organize all aspects for offsite conferences and external events, including catering and transportation

• Process invoices and T&E expense claims for team members. Ensure all policies are followed and items are processed within provided guidelines. Act as a subject matter experts for policies and procedures

• Assist with staff on-boarding and off-boarding, which includes requesting equipment setup and system access

• Produce high quality emails and messages to individuals at all levels of the organization

• Maintain current organizational charts and Executive Bio’s

• Handle regular activities without prompting, and advise in advance with issues or delays

• Assist in editing spreadsheets and presentations, including printing and binding, for client meetings

• Work cooperatively with the administrative assistants team, in positive partnership to support each other smoothly

• Lead and coordinate on ad hoc projects as requested

• Work with other departments on franchise wide initiatives (organization of town halls, strategy day, etc.)

• Cover for other assistants in the SSA franchise when necessary

• Strong technical capabilities – some knowledge of PitchPro or PowerPoint are preferred, or a desire to learn new skills including these

Roadshow Coordinator Shared Responsibilities:

• Drafting of proposed schedules for deal/ non deal marketing in P1

• Advising and organizing of all logistics involved

• Communicating with corporate, sales, bankers and research etc.

• Sourcing and booking of venues for group presentations and conference calls/ zoom. This includes the designing of the invitations and monitoring the responses

• Arranging production and delivery of presentation material and preparing information packs with investor profiles for clients

• Effective management of budgets and expense reconciliation for roadshows

• Multiple roadshows and investor tours/ trips and corporate access coordinated at the same time

• Work closely with equity sales teams, research teams and other divisions to coordinate conferences, private meetings, analyst marketing, deal and non-deal roadshows

Qualifications:

• At least 10 years of administrative experience, ideally supporting at the Managing Director level (or equivalent)

• Advanced ability to organize

• Tact and good judgment in confidential situations, and proven experience interacting with senior management

• Strong interpersonal, written, and oral communication skills

• Strong proficiency in Microsoft Office

• Excellent telephone etiquette and ability to manage competing priorities i.e. calendar management