What are the responsibilities and job description for the Executive Assistant position at Russell Investments?

Business Unit :

Global Sourcing & Corporate Services

Salary Range :

78,000 USD - $90,000 USD

Specific compensation will be based on candidate's experience, skills, qualifications, commercial considerations, and other job-related factors permitted by law. At Russell Investments, salary is just one part of our compensation package. Our total rewards approach includes an annual performance bonus (subject to eligibility criteria) in addition to participation in our competitive benefits programs including healthcare, retirement, vacation, and wellbeing programs.

Job Description :

Joining our North America Corporate Services team means you will be part of a passionate and supportive team that believes what we do matters to our clients and investors. As an Executive Assistant you will provide assigned support to the Chief Legal Officer, General Counsel, Global Chief Compliance Officer and other ExCo and OpCo members.

This involves responsibility for active calendar management, meeting preparation, issue escalation, discretion and confidentiality, and effective communication with the executive you support. An ideal candidate will demonstrate a strong sense of self-motivation, exercising exceptional judgment and discretion in various high-pressure scenarios. Possesses a background in executive support, the candidate will showcase outstanding attention to detail and an innate ability to excel in a fast-paced, dynamic environment with ever-changing priorities. We seek individuals who are passionate about providing robust support and forming strategic partnerships with C-Suite members, collaborating seamlessly to manage priorities and propel business unit goals forward.

Your Core Responsibilities :

Administration & Assistance -

Responsible for assigned support to one ExCo member and / or two to three OpCo members.
Board meeting coordination, liaise with external board members to coordinate schedules, in tandem with the legal team coordinate board schedule and send board meeting invites, prepare, and distribute meeting materials and respond to ad hoc follow-ups pre and post-meetings.
Compose and prepare correspondence and presentations.
Research, prioritize, and follow up on incoming issues and concerns addressed to the executive, including those of a sensitive or confidential nature; determine the appropriate course of action, referral, or response.
Effectively manage a variety of special projects, some of which may have a department / business unit impact.
Prioritize conflicting needs; handle matters expeditiously, and proactively, and follow through on projects to successful completion, often with deadline pressures.
Maintain discretion and confidentiality in relationships with internal and external clients.
Prepare documents and materials while editing for correct grammar, punctuation, spelling context and format, including quick turnaround of format, or editing of PowerPoint presentations.
Assist and cooperate with other teams as needed, including assisting other team members during busy periods and providing coverage in the absence of other team members.
Other projects and duties as assigned.

Scheduling & Travel -

Heavy calendar management; with an emphasis on meeting prioritization

Arrange complex and detailed global travel including itineraries, meeting agendas and materials. Process expense reports using multiple currencies.

Screen telephone calls and correspondence appropriately

Coordinate global multi-party meetings, video calls and conference calls.

Effective Communication & Collaboration -

Proficient in Microsoft Office Suite and programs such as OneNote, SharePoint, OneDrive, Teams, Skype, Zoom, Video Conferencing, mobile devices, and mobile applications.

Work closely and effectively with the executive to proactively keep him / her well informed of upcoming commitments and responsibilities, following up appropriately.

Provide a bridge for smooth communication between the executive and department / business unit heads; maintain credibility, trust, and support with senior management staff.

Event Planning :

Understand the sequence of events, timings, logistics and the finer details of events - apply initiative where plans should be adjusted to meet changing circumstances.

Understanding policy constraints on spend for prospects and clients within the financial services industry as well as internal budget & policy.

Proactively communicating event planning status with all stakeholders (internal & external parties)

Your Expertise :

Bachelor's degree preferred.

5 years of experience supporting a C-Suite Executive or equivalent.

5 years working as a legal assistant or equivalent.

High level of professionalism, exceptional customer service, communication and organizational skills.

Strict adherence to treating sensitive information on a confidential basis.

High proficiency with MS Office including Word, Outlook (specifically calendar management), Excel, and PowerPoint.

Problem analysis and problem-solving skills.

Excellent judgment and decision-making ability.

Work is self-directed with minimal guidance or instruction.

Strong organizational and project coordination skills with the ability and experience to handle and prioritize multiple assignments and conflicting deadlines, while providing a high level of client service.

Stellar interpersonal skills and the ability to build relationships with stakeholders, including staff, and external partners.

Polished and professional demeanor in dealing with all situations.

Strong willingness to learn in order to increase proficiency in the role.

Demonstrated proactive approaches to problem-solving with strong judgment and decision-making capability.

Ability to multi-task, deal with ambiguity and reprioritize tasks in response to unexpected changes in priorities / requests.

Expert-level written and verbal communication skills.

Highly resourceful team player, with the ability to also be independently effective.

Initiative and sense of urgency.

Expertise to thrive in a team environment with many different personalities and communication styles.

Ability to build strong working relationships with colleagues and stakeholders.

Be self-motivated, and show initiative and creativity in all aspects of work (e.g., creating new methods to streamline tasks).

Exemplifies our customer-focused, action-oriented, results-driven culture.

Ability to work effectively under pressure and tight deadlines, with attention to detail, and the ability to handle conflict and negotiate resolution.

Ability to work flexible schedules when needed to support executives.

Forward-looking thinker, who actively seeks opportunities and proposes solutions.

Proven ability to act with discretion and maintain complete confidentiality.

Asset management experience is a plus.

Equal Employment Opportunity

Russell Investments is committed to providing equal employment opportunities for all associates and employment applicants regardless of race, religion, ancestry, creed, color, gender (including gender identity which refers to a person's actual or perceived sex, and includes self-image, appearance, behavior or expression, whether or not different from that traditionally associated with a person's biological sex), age, national origin, citizenship status, disability, medical condition, military status, veteran status, marital status, sexual orientation, past or present unemployment status , or any other characteristic protected by law.

Salary : $78,000 - $90,000

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