Executive Administrative Assistant

The Executive Assistant supports an individual executive or small number of executives in their day-to-day office activities. This job works across all lines of business to ensure business needs are met for assigned executives, including assistance with team communication, travel plans, expense reports and all other requests by executive members. Key Responsibilities and Duties Schedules meetings/calls for executives, along with providing assistance with agendas and material gathering as needed. Maintains leadership team calendars including coordination of staff meetings and meetings with external organizations. Assists with communication efforts upon request, including sending communications on behalf of leadership team. Acts as a liaison between executives and internal departments, ensuring effective communication and cohesion within the office environment. Coordinates travel arrangements for executives, both globally and domestically. Processes expense reports for leadership and direct reports, ensuring compliance with company travel policies and other expense-related policies and procedures. Obtains and organizes information for use in conferences, speeches, and reports as requested by the executive. Maintains confidentiality of all corporate, personnel and research matters. Educational Requirements Vocational and/or Technical Education PreferredWork Experience 3 Years Required; 5 Years PreferredPhysical Requirements Physical Requirements: Sedentary Work Career Level 4IC Additional Responsibilities: Provide support one of our most senior executives to meet the business needs of the Chief Brand and Demand Generation Officer who oversees brand strategy, social media, advertising, multi-media and creative services, sponsorships and brand activation Work in a fast-paced environment that works closely with a wide variety of brand, social media and creative service agencies to communicate the purpose and broad offering of TIAA and Nuveen. Under moderate supervision, the executive assistant meets the daily requirements of upper management and various other office needs, including operational tasks, organizational duties and office-wide coordination efforts.. Perform direct administrative contact and liaise with other offices, individuals, and external consultants and advertising agencies on a range of specified issues; organize and facilitate meetings, conferences, and other specials events, as required. Manage the calendar and all travel and booking arrangements on behalf of the Chief Brand and Demand Generation Officer Process expense reports for respective manager; approve and review expense reports for leadership team Coordinate and execute with the Chief of Staff meeting cadences and offsite leadership meetings When directed by the Chief of Staff, organize and in some cases oversee employee engagement activities such as lunch n’learns and employee social gatherings as well as other activities that foster deeper employee engagement Receive and respond to letters, e-mails, memos, and other correspondence on behalf of the Chief Brand & Demand Generation Executive Maintaining confidentiality is essential given the profile and nature of the Chief Brand and Demand Generation Officer position across the company Required Qualifications: Three plus years of PC skills (MS Windows, Word, PowerPoint, Excel and Outlook) Three plus years of experience with Concur and expense report management Three plus years of experience scheduling and coordinating travel on behalf the leader Three plus years of experience with setting up and management of virtual meetings and tools (zoom, MS Teams and Conference Calls) Three plus years with the ability to use independent judgment with conflict and time sensitive matters Three plus years with the ability to multi-task and be proactive in identifying potential issues Three plus years of experience in calendar management and conflict resolution skills Three plus years demonstrating the ability to handle competing priorities and tight deadlines in a fast paced environment Three plus years of a strong interpersonal skills and experience in liaising with very senior executive leaders and the CEOs of advertising agencies as well as interfacing with departments and employees at all levels of the company Preferred Qualifications: Apple/MAC skills PowerPoint and presentation development Familiarity or strong desire to work in marketing and advertising Project coordination experience at an intermediate complexity Experience coordinating Town halls and internal/external events Proven ability to manage tasks/projects and work under pressure to consistently make deadlines Aptitude and willingness to acquire new competencies and accept new challenges #LI-SS1 Potential Salary: $52.70 USD Actual base salary may vary based upon, but not limited to, relevant experience, time in role, base salary of internal peers, prior performance, business sector, and geographic location. In addition to base salary, the competitive compensation package may include, depending on the role, participation in an incentive program linked to performance (for example, annual discretionary incentive programs, non-annual sales incentive plans, or other non-annual incentive plans). _____________________________________________________________________________________________________ Company Overview TIAA is the leading provider of financial services in the academic, research, medical, cultural and government fields. We offer a wide range of financial solutions, including investing, banking, advice and education, and retirement services. COVID-19 Vaccination TIAA requires all U.S. employees to be fully vaccinated against COVID-19 and provide documentation of full vaccination, unless you qualify for an accommodation as determined by TIAA consistent with applicable law. Benefits and Total Rewards The organization is committed to making financial well-being possible for its clients, and is equally committed to the well-being of our associates. That’s why we offer a comprehensive Total Rewards package designed to make a positive difference in the lives of our associates and their loved ones. Our benefits include a superior retirement program and highly competitive health, wellness and work life offerings that can help you achieve and maintain your best possible physical, emotional and financial well-being. To learn more about your benefits, please review our Benefits Summary. Equal Opportunity We are an Equal Opportunity/Affirmative Action Employer. We consider all qualified applicants for employment regardless of age, race, color, national origin, sex, religion, veteran status, disability, sexual orientation, gender identity, or any other protected status. Read more about the Equal Opportunity Law here. Accessibility Support TIAA offers support for those who need assistance with our online application process to provide an equal employment opportunity to all job seekers, including individuals with disabilities. If you are a U.S. applicant and desire a reasonable accommodation to complete a job application please use one of the below options to contact our accessibility support team: Phone: (800) 842-2755 Email: accessibility.support@tiaa.org Privacy Notices For Applicants of TIAA, Nuveen and Affiliates residing in US (other than California), click here. For Applicants of TIAA, Nuveen and Affiliates residing in California, please click here. For Applicants of Nuveen residing in Europe and APAC, please click here. For Applicants of Greenwood residing in Brazil (English), click here. For Applicants of Greenwood residing in Brazil (Portuguese), click here. For Applicants of Westchester residing in Brazil (English), click here. For Applicants of Westchester residing in Brazil (Portuguese), click here.