Executive Assistant

The Internal Audit Executive Assistant (EA) will provide comprehensive administrative, technical, and organizational support to the Chief Audit Executive (CAE) and support the Internal Audit Senior Leadership Team (SLT) as needed. The EA will be expected to manage calendars, schedule meetings, coordinate travel and expenses, handle correspondence and prepare various documents including Board materials, audit reports or memos and other meeting materials. They will also function as a main point of contact, manage information flow, and assist with special projects as directed.

Education and Experience Requirements :

High School Diploma / GED.

Minimum of 2 years administrative experience in Banking or related field.

Preferred Qualifications :

Bachelor's degree

Certificate, Licenses and Registration Requirements :

N / A

Knowledge, Skill, and Ability Requirements :

Discretion and confidentiality in dealing with confidential matters.

Proficiency with technology, particularly communication and productivity tools (Microsoft Office suite - Outlook, Word, Excel, PowerPoint, SharePoint, Teams). Candidates will be tested.

Exceptional

Communication skills.

Organizational and time management skills.

Problem solving, and decision-making skills.

Essential Functions :

Core Administrative Support

Calendar Management and Meeting Scheduling : Skillfully managing the CAE's schedule, coordinating internal and external meetings, and proactively resolving conflicts.

Travel and Expense Management : Coordinating and booking travel arrangements, preparing detailed itineraries, and processing expense reports accurately and efficiently.

Correspondence Handling : Managing incoming and outgoing communications, including emails, calls, and written correspondence, while acting as a professional point of contact for the CAE.

Documentation and Reporting

Internal Audit Report Preparation : Ensuring that preliminary and final internal audit reports are formatted consistently, reviewed for grammar and clarity, and delivered on schedule.

Internal Audit Survey Facilitation : Managing the process of issuing and aggregating internal audit surveys, analyzing results, and preparing reports for internal analysis and presentation.

CAE Meeting Deliverables : Preparing accurate materials for the CAE's meetings with Senior Leadership Teams (SLT) and the Board, including presentations, agendas, and supporting documents.

Stakeholder Collaboration and Data Management

Data Aggregation for Stakeholders : Assisting the CAE or delegated personnel in collecting and preparing data requests for external auditors and regulators, ensuring timely and complete submissions.

Budget Preparation and Tracking : Facilitating the Internal Audit department's budget preparation process, tracking expenses against the budget, and reporting any significant variances.

Vendor Invoice Tracking : Monitoring vendor invoices, ensuring accurate and timely billing and payment processes.

Expense Submission Review : Conducting an initial review of staff expense submissions for completeness and adherence to company policies before they are forwarded for approval.

Compliance and Access Management

Records Management Compliance : Supporting Internal Audit's compliance with bank-wide records management policies by assisting with the retention and destruction of documents and files according to the established retention schedule.

SharePoint User Access Reviews : Facilitating periodic reviews of user access to SharePoint sites and documents, ensuring appropriate permissions are maintained and promptly addressing any discrepancies.

Team Engagement and Development

Team Training and Social Event Facilitation : Supporting the organization and logistics of team training sessions and social events to foster team building and professional development.

Special Projects : Providing administrative and organizational support for various special projects as assigned by the CAE, which may include research, data analysis, or coordination of tasks.

All employees have the responsibility and the accountability to serve as risk managers for their businesses by understanding, reporting, responding to, managing and monitoring the risk they encounter daily as required by Dollar Bank's risk management program. Compliance with regulatory laws and company procedures is a required component of all position descriptions.

Supervisory Responsibilities :

N / A