About this role:
Wells Fargo is seeking an Executive Specialist who will be responsible for managing the administrative needs of the senior leadership of Wells Fargo APAC, in particular, providing dedicated support to the Co-Head of CIB, APAC. The role will report to the APAC Administrative Manager, within the Corporate & Investment Banking (CIB) COO organization. Learn more about the career areas and lines of business at wellsfargojobs.com
The APAC CIB Executive Specialist will provide pro-active 1:3 executive support for executive Managing Directors in their day-to-day business activities, ensuring consistent support levels across all leaders in support scope, managing all areas of complex administrative requirements, while being the liaison between Executive leader and their wider organization. The APAC CIB Executive Specialist will focus on an inclusive and partnership-based approach to communication and administrative support for the APAC Leadership team.
The ideal candidate will bring a positive mindset and can-do attitude, have excellent organization skills with a keen eye for detail. They will have outstanding communication skills and will be comfortable engaging with stakeholders at all levels, on a range of complex administrative matters.
Our people are the heart of our organization, driving us to be more than just a typical bank. If you are dedicated, enthusiastic, and adaptable, we'll provide you the platform to accelerate your career in a dynamic and supportive environment.
(Note: In addition to these functions employees are required to carry out such other duties as may reasonably be required.)
In this role, you will:
- Perform complex diary management for all leaders in support scope effective scheduling of meetings and activities as required and in a timely manner.
- Perform proactive Mailbox management for all leaders in support scope ensuring all actions are tracked and followed up on in a timely manner.
- Ensure the Executive leaders are well prepared for meetings and are up to date on their committee/ board approvals, as well as liaising with teams to ensure papers/ presentations are prepared in advance.
- Perform Travel bookings using online Concur travel booking tool, ensuring adherence to corporate travel policy and CIB specific approval requirements. Where appliable, provide oversight of these tasks performed by the remote admin team.
- Perform processing & submission of monthly expenses, always ensuring adherence to policy. Where appliable, provide oversight of these tasks performed by the remote admin team.
- Provide administrative assistance on projects, meeting preparation etc.
- Co-ordinate visitor schedules, reception, and access requests.
- Manage, create, and distribute reports and meeting documents as required take and distribute meeting minutes for Line of business as required.
- Answer all direct phone calls, visitors, and other internal team members coordinating and supporting meeting setup and execution.
- Perform proxy role for various systems and internal approvals.
- Assist with call reporting, if required.
- Perform complex administrative tasks as required.
- Partner with support teams for any technology, facilities, or support needs that arise for the business.
- Support event planning teams and management for select charity, customer facing, or office events.
- Provide back-up Executive Assistant support / cover to the broader APAC Regional team.
- Maintain organizational charts, with periodic updates.
- Represent the office with competence and professionalism.
- Operate at the highest standards of confidentiality, discretion and diplomacy.
Required Qualifications:
- 2+ years of Executive Administration experience, or equivalent demonstrated through one or a combination of the following: work experience, training, military experience, education.
Desired Qualifications:
- 5+ years of Administration or Business Management experience or equivalent demonstrated through one or a combination of the following: work experience, training, military experience, education.
- Experience providing support to senior level executives and able to face off across multiple lines of business and wider senior leaders.
- Experience working in a financial services organization in a Global Markets/Investment Banking business or international financial services industry.
- Excellent verbal and written communication skills with the ability to think logically and consider alternatives to provide practical solutions based on a broad understanding of relevant factors.
- Dynamic, highly motivated, target oriented and professionally committed, at all times.
- Excellent organizational skills with the ability to multitask and use initiative.
- Ability to work under conflicting priorities and pressures role often requires a high degree of flexibility and re-prioritization at short notice.
- Proven track record for consistently meeting and exceeding goals and delivering a superior level of job performance.
- Extensive experience to an advanced level of using all Microsoft Office applications e.g. PowerPoint for complex presentations, Outlook for managing multiple diaries, Excel, Word, and conference tools like MS Teams & Zoom. Additional experience in Visio is preferred.
- Experience working in a complex multinational organization.
- Resilient, proactive, and hands-on with a can-do attitude.
- Meticulous approach with a high attention to detail.
- Experience with minute taking & reviewing board / committee materials with executive.
- Understanding of financial markets and global markets an advantage.
