Capital One · New York
People & Recruiting
Capital One is looking for a detail oriented, innovative, and confident, experienced Administrative Assistant. This position is extremely pivotal to the success of a well-run, efficient organization. The ability to adapt to constantly changing demands, take on new and unfamiliar tasks, and work collaboratively with other administrative professionals is critical. You have an ability to create and reinforce corporate values by demonstrating personal integrity, earning and respecting the trust of associates and communicating openly both internally and externally.
As such, the ideal candidate for this highly visible and influential role will be willing and able to tackle the below tasks and approach new challenges with an open mind.
Responsibilities:
Manage daily calendars, demonstrating flexibility and problem-solving abilities to adjust or prioritize schedules based on last-minute changes.
Develop strategies unique to each Executives’ needs in order to maximize efficiency and clearly communicate priorities
Identify upcoming conflicts and key players to assess coverage and communication strategies
Advocate for your Executive’s availability across the enterprise to gate-keep internal scheduling
Know the status of active deals to anticipate upcoming client and team needs
Arrange meetings and events by sending invitations; in addition to reserving meeting rooms, catering, audio/video, and other services as needed
Understand business nuances of in-person meetings, including: invite formatting, guest registration, compliance protocols and on-site meeting flow
Drive key team events (all-hands meeting, conferences, ordering supplies and social events) and their corresponding pieces
Facilitate venue sourcing, contracting and event execution while building industry relationships to leverage for future events
Be a living resource by cultivating relationships across the Enterprise with various subject matter experts to provide your team with quick and accurate answers
Coordinate travel arrangements for your team and broader deal teams with respect to your client’s parameters, and their overall spend
Be accessible for changes and address them swiftly and calmly via Capital One’s approved channels factoring in travel exceptions and policies
Provide innovative problem-solving alternatives
Prepare and process expense reports in a timely manner with appropriate coding and comments based on client and general business needs
Serve as a role model for all other administrative professionals by maintaining the highest levels of customer service externally and internally across the entire organization
Perform general administrative tasks for day-to-day operations, including shipping, document preparation, facilitating ad-hoc projects and handling novel issues
Communicate clearly, concisely and professionally with clients and their support staff
Cultivate relationships with external administrative teams to easily facilitate future business needs
Know the life cycle of a deal within our business to effectively prioritize clients when scheduling meetings
Establish yourself as both a gatekeeper and a main point of contact for your team through your communications and relationship cultivation
Organize Management Presentations in various geographies, inclusive of all surrounding travel or dining logistics
Identify mutually convenient locations for client and prospect travel before sourcing appropriate venues factoring in discretion, meeting needs and accessibility
Provide travel assistance, as needed, for external parties
Coordinate all catering, audiovisual, rooming and private dining contracts, and run-of-show items ahead of time to provide a seamless experience
Process relevant charges in a timely manner to provide clients with an accurate picture of their all-in spend and reinforce Capital One’s integrity as a business partner
Be an effective partner in planning collaborative events at relevant conferences, or as business development opportunities, and demonstrate willingness to navigate relationship nuances in the process
Facilitate celebratory activities and arrangements for clients at the close of transactions through sourcing various experiences and facilitating the venue and dining contracts, transportation logistics, and general travel arrangements
At Capital One, you will find an environment that inspires a can-do-anything spirit with a multitude of supportive resources. Better still, you will find managers who encourage you to be your best in all areas of your life. If you are ready to create an administrative role that satisfies your professional goals while balancing your personal interests, then Capital One is eager to talk to you.
Basic Qualifications:
High School Diploma, GED or equivalent certification
At least 2 years of Administrative experience
At least 2 years of experience in Microsoft Office Suite (Outlook, Excel, Word, PowerPoint) or Google Suite
Preferred Qualifications:
Associates Degree
At least 5+ years of experience as an Executive Assistant or Administrative Assistant in a fast-paced environment
At least 3+ years of calendar management supporting multiple executives
At least 1+ year of meeting and event planning experience
Experience setting up video conference and Zoom/Skype technology for meeting user
Experience planning ahead and managing time effectively
Excellent written and verbal communications
Excellent organizational skills
At this time, Capital One will not sponsor a new applicant for employment authorization for this position.
The minimum and maximum full-time annual salaries for this role are listed below, by location. Please note that this salary information is solely for candidates hired to perform work within one of these locations, and refers to the amount Capital One is willing to pay at the time of this posting. Salaries for part-time roles will be prorated based upon the agreed upon number of hours to be regularly worked.
New York, NY: $88,200 - $100,700 for Admin Support Assistant III
Candidates hired to work in other locations will be subject to the pay range associated with that location, and the actual annualized salary amount offered to any candidate at the time of hire will be reflected solely in the candidate’s offer letter.
Capital One offers a comprehensive, competitive, and inclusive set of health, financial and other benefits that support your total well-being. Learn more at the Capital One Careers website. Eligibility varies based on full or part-time status, exempt or non-exempt status, and management level.
This role is expected to accept applications for a minimum of 5 business days.No agencies please. Capital One is an equal opportunity employer (EOE, including disability/vet) committed to non-discrimination in compliance with applicable federal, state, and local laws. Capital One promotes a drug-free workplace. Capital One will consider for employment qualified applicants with a criminal history in a manner consistent with the requirements of applicable laws regarding criminal background inquiries, including, to the extent applicable, Article 23-A of the New York Correction Law; San Francisco, California Police Code Article 49, Sections 4901-4920; New York City’s Fair Chance Act; Philadelphia’s Fair Criminal Records Screening Act; and other applicable federal, state, and local laws and regulations regarding criminal background inquiries.If you have visited our website in search of information on employment opportunities or to apply for a position, and you require an accommodation, please contact Capital One Recruiting at 1-800-304-9102 or via email at RecruitingAccommodation@capitalone.com. All information you provide will be kept confidential and will be used only to the extent required to provide needed reasonable accommodations.
For technical support or questions about Capital One's recruiting process, please send an email to Careers@capitalone.com
Capital One does not provide, endorse nor guarantee and is not liable for third-party products, services, educational tools or other information available through this site.
Capital One Financial is made up of several different entities. Please note that any position posted in Canada is for Capital One Canada, any position posted in the United Kingdom is for Capital One Europe and any position posted in the Philippines is for Capital One Philippines Service Corp. (COPSSC).