Executive Secretary

Position Title

Executive Secretary

Location

Hicksville, NY 11801

Job Summary

The Executive Assistant role for Flagstar Financial & Leasing, LLC (“FF&L”) is responsible for enhancing the effectiveness by providing advanced information management support (typically at an Executive or high-level management level ), administrative support and organizational support to approx. 8-10 FF&L Senior & Executive Level Managers as well as providing administrative support to the broader FF&L team as it relates to general office management.

Responsible for handling a wide and complex range of administrative and executive support related tasks working under minimal supervision. Interact with staff (at all levels) in a fast-paced environment, sometimes under pressure and remains flexible, proactive, resourceful and efficient, with a high level of professionalism and confidentiality. Also responsible for gathering information to prepare reports, assisting with the planning of events, managing and directing certain inquiries, managing and prioritizing meetings for the executive and assisting with the creation of timely communications within the division. May be required to apply knowledge of assigned line of business to perform relevant administrative functions and related special projects.

Hourly Pay Range: $26.77 - $34.79 - $42.82

Pay Range: Local Minimum Wage - $0.00 - $0.00

Job Responsibilities

• Develop and distribute reports, collect and analyze information, prepare presentation materials which may include multi-media applications.
• Organize written and verbal communication, draft letters and documents, take meeting minutes, oversee maintenance and organization of recordkeeping and filing. Effectively communicate announcements to the division and executive leadership.
• Make travel arrangements, manage calendars and prioritize meeting requests for an orderly schedule.
• Interface with other leaders, stakeholders, and vendors for business overviews, presentations and onsite visits.
• Conduct special projects and may assist with business unit specific tasks, as needed, including organizing team and culture building events.
• Maintains office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; evaluating new office products; placing and expediting orders for supplies; verifying receipt of supplies.
  
  

Additional Comments

• Performs special projects, and additional duties and responsibilities as required.
• Consistently adheres to regulatory and compliance policies and standards linked to the job as listed and complete required compliance trainings. Accountable to maintain compliance with applicable federal, state and local laws and regulations.
  
  

Job Requirements

Education & Experience:

• Education level required: High School Diploma or equivalent.
• Bachelor’s degree with a minimum of 2 years’ professional work experience or a minimum of 3 years’ comparable administrative support experience.
• Professional experience relevant to assigned area preferred.
  
  

Job Competencies

• Knowledge of standard office, practices and procedures.
• Excellent written and verbal communication skills with the ability to maintain confidential information.
• Proficiency using Email, Excel, Word, Adobe, Visio, PowerPoint or equivalent presentation software.
• Proven analytical skills to gather and summarize data for reports, find solutions to challenges and prioritize work.
• Demonstrated interpersonal skills to handle sensitive and confidential matters.
• Excellent customer service skills.
• Solid typing and data entry skills.
• Self-starter, self-directed and influential.
• Ability to multi-task and work under pressure in a time constrained environment.
• Proven ability to use independent judgment required to plan, prioritize, and organize a diversified workload for executive management.
• Ability to compose and respond to moderately complex correspondence.
• Team player with the ability to create structure amidst a leadership team with different working styles.
• Ability to work overtime if business needs require.
• Physical demands (ADA): No unusual physical exertion is involved.
• Flagstar is an Equal Opportunity Employer.