The Executive Administrative Assistant is responsible for providing confidential administrative assistance to the COO and Executive members of FINRA CAT, LLC. The Executive Administrative Assistant will work independently to respond to information requests and resolve issues or problem on behalf of the executives.
The Executive Administrative Assistant performs a wide variety of tasks such as organizing meetings, making travel arrangements, coordinating office support services, assuring that presentations, documents, reports, and correspondence are prepared in a timely manner and assisting telephone callers and visitors.
This is advanced technical or administrative work in which incumbents are highly experienced in their assigned roles and working under limited supervision on business sensitive and/or confidential materials.
Essential Job Functions: - Manages and maintains COO's complex calendar, schedules appointments, serves as the primary point of contact for executives, and assures that appropriate materials are available for meetings.
- Schedules and manages travel for CAT executives and prepares travel expense reports.
- Arranges conferences, off-site meetings, and other events, prepares agendas, meeting notes, and minutes of these meetings.
- Types, formats, and edits non-routine correspondence, reports, forms and related documents. Answers the telephone, screens and routes calls and takes messages for senior staff. Provides information as appropriate; greets and assists visitors. Receives opens, copy, file and routes mail for staff. Prepares mail for pick-up, including certified and express mail. Assures that documents and materials are copied, collated, and distributed as required.
- Creates routine correspondence, reports, forms, advanced charts, graphs, tables, and presentations in support of CAT priorities.
- Places service requests (failing equipment, cleaning requests, etc.) through Property Management or the Technology Help Desk.
- Orders, stocks and distributes stationary, forms, office supplies, equipment and furniture.
- Responsible for completing annual review of documents eligible for destruction.
Other Responsibilities: - May serve as backup to other administrative staff in that person's absence.
- May supervise and provide direction to administrative or clerical employees.
Education/Experience Requirements: - High school diploma or equivalent and seven years of related administrative experience.
- Knowledge of office procedures, grammar, punctuation, and spelling.
- Ability to work with sensitive and confidential information.
- Proficiency in the use of word processing, spreadsheet, and presentation software.
- Excellent organizational and communication skills required, including verbal, written and interpersonal communication skills.
- Ability to multi-task and work independently to prioritize completion of tasks to meet deadlines.
For work that is performed in CA, CO, IL, Jersey City, NJ, New York City, NY, MA, MD, Washington, DC, NJ State and NY State, please refer to the chart below for the salary range for the corresponding location. In addition to location, actual compensation is based on various factors, including but not limited to, the candidate's skill set, level of experience, education, and internal peer compensation comparisons
CA: Minimum Hourly Rate $33.90, Maximum Hourly Rate $62.70
CO: Minimum Hourly Rate $29.48, Maximum Hourly Rate $52.26
IL*: Minimum Hourly Rate $32.60, Maximum Hourly Rate $57.46
Jersey City, NJ/NYC, NY: Minimum Hourly Rate $35.35, Maximum Hourly Rate $62.70
MA: Minimum Hourly Rate $29.48, Maximum Hourly Rate $60.00
MD/Washington, DC: Minimum Hourly Rate $33.90, Maximum Hourly Rate $60.00
NJ State: Minimum Hourly Rate $32.60, Maximum Hourly Rate $62.70
NY State: Minimum Hourly Rate $29.48, Maximum Hourly Rate $62.70
*Including positions performed outside the state but reporting to an office or manager in that state.
Candidates can expect salary offers that range from the minimum to the mid-point of the salary range. FINRA provides full pay ranges so that the candidate can consider their growth potential while at FINRA.
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To be considered for this position, please submit an application. Applications are accepted on an ongoing basis. The information provided above has been designed to indicate the general nature and level of work of the position. It is not a comprehensive inventory of all duties, responsibilities and qualifications required.
Please note: If the "Apply Now" button on a job board posting does not take you directly to the FINRA Careers site, enter into your browser to reach our site directly. FINRA strives to make our career site accessible to all users. If you need a disability-related accommodation for completing the application process, please contact FINRA's Employee Relations team at or by email at Please note that this process is exclusively for inquiries regarding application accommodations.
Employees may be eligible for a discretionary bonus in addition to base pay. Non-exempt employees are also eligible for overtime pay in accordance with federal, state, or local law. As part of its dedication to employee wellness, FINRA provides comprehensive health, dental and vision insurance. Additional insurance includes basic life, accidental death and dismemberment, supplemental life, spouse/domestic partner and dependent life, and spouse/domestic partner and dependent accidental death and dismemberment, short- and long-term disability, long-term care, business travel accident, disability and legal. FINRA offers immediate participation and vesting in a 401(k) plan with company match and eligibility for participation in an additional FINRA-funded retirement contribution, tuition reimbursement, commuter benefits, and other benefits that support employee wellness, such as adoption assistance, backup family care, surrogacy benefits, employee assistance, and wellness programs.
Time Off and Paid Leave*
FINRA encourages its employees to focus on their health and wellness in many ways, including through a generous time-off program of 15 days of paid time off, 5 personal days and 9 sick days, unless otherwise required by law (all pro-rated in the first year). Additionally, we are proud to support our communities by providing two volunteer service days (based on full-time schedule). Other paid leave includes military leave, jury duty leave, bereavement leave, voting and election official leave for federal, state or local primary and general elections, care of a family member leave (available after 90 days of employment); and childbirth and parental leave (available after 90 days of employment). Full-time employees receive nine paid holidays.
*Based on full-time schedule
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All of those accounts are subject to the Code's investment and securities account restrictions, and new employees must comply with those investment restrictions-including disposing of any security issued by a company on FINRA's Prohibited Company List or obtaining a written waiver from their Executive Vice President-by the date they begin employment with FINRA. Employees may only maintain securities accounts that must be disclosed to FINRA at one or more securities firms that provide an electronic feed (e-feed) of data to FINRA, and must move securities accounts from other securities firms to a firm that provides an e-feed within three months of beginning employment. You can read more about these restrictions here.
As standard practice, employees must also execute FINRA's Employee Confidentiality and Invention Assignment Agreement without qualification or modification and comply with the company's policy on nepotism.
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