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Administrative Assistant 4

Wells Fargo

Charlotte, NC
Job Code:
  • Administrative / Clerical
  • Engineering
  • Legal
  • Retail / Wholesale
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Job Details

Job Description

Senior Administrative Assistant is required to provide administrative support to the senior leadership of the Enterprise Infrastructure Business Services (ETIBS) organization, Infrastructure Architecture Organization and Wholesale Banking Service Delivery Organization. The candidate will primarily support the departments, Group Technology Executive (GTE), Group Technology Manager (GTM), and Group System Architect, to perform complex administrative planning, calendaring, reporting, analysis, meeting management and travel tasks for those individuals as well as assisting other senior managers at times as they need help.

As a part of his/her regular duties, this position will serve as the primary contact when engaging the executives named above and is a vital part of the leadership team. To accomplish this, the successful candidate must not only have excellent skills in calendar management, prioritization, communication and setting/delivering on expectations, but also be broadly experienced and highly successful communicating well with people of all disciplines and levels. He or she will need to be capable and comfortable communicating with engineers, analysts, senior managers, risk and audit personnel, and outside resources such as vendors or regulators.

He or she also be responsible for:

  • answering the GTE/GTMs phones, screening and/or selectively referring callers and handling voice mail
  • scheduling meetings for leadership team, including compiling the agenda and preparing meeting minutes
  • scheduling vendor meetings including obtaining room, organizing attendees, arranging building access, escort of vendors to meeting room and off premises when meeting is concluded
  • identifying options and booking travel to meet established corporate policies, preparing travel information with contact information and lodging details for all team members traveling on the trip, and preparation and submission of the GTE/GTMs expense reports once the trip is concluded
  • preparing and maintaining organization charts associated with the teams
  • managing on-boarding and off-boarding of personnel, including preparation of all documents, managing building access/badges and the request for system credentials, and the procurement/return of equipment and other resources
  • assisting with personnel/payroll processing and record keeping;
  • building and updating reports, power points, excel, and Visio files to assist the senior leadership team with tracking financial, MBO, and operational progress against goals
  • distributing mail to team member mailboxes as part of a rotation with other admins on the floor
  • ordering and distribution of office supplies and other items
  • answering questions regarding business unit policies and procedures
  • Performing special projects as required

Additional duties will include:

Responsible for assisting activities in support of multiple managers, projects coordinators and various teams working on base efforts. Responsibilities are varied and may include one or more of the following: gathering and documenting requirements; tracking and reporting progress and status; escalating identified issues and following up on assigned actions; providing research and analytical support; documenting workflows, processes and procedures; updating documents and reports; and communicating project information and updates to team and users. May update group information posted on websites.

Required Qualifications

  • 3+ years of administrative support experience
  • 8+ years of administration experience
  • 3+ years of experience scheduling meetings and managing calendars using an enterprise email application such as Microsoft Outlook

Desired Qualifications

  • Experience supporting multiple managers with calendar management, travel arrangements, scheduling of meetings and events
  • Administrative support exposure; preferably within Wells Fargo supporting senior level executives
  • Ability to manage changing travel itineraries, accurately manage expense reimbursement, manage a busy calendar and appointments flawlessly
  • Administrative support experience in banking or financial services
  • Advanced Microsoft Office (Outlook, Excel, Word, PowerPoint, LiveMeeting and SharePoint) skills
  • Microsoft Excel spreadsheets experience importing, exporting, and manipulating data
  • Intermediate Microsoft Visio skills
  • Knowledge and understanding of maintaining and updating SharePoint team web content
  • Ability to exercise independent judgment and creative problem solving techniques
  • Experience working with changing priorities and deadlines
  • Experience operating effectively in a geographically dispersed organization
  • Ability to support a virtual team by working electronically and by phone
  • Ability to prepare management level presentations
  • Ability to manage small projects


All offers for employment with Wells Fargo are contingent upon the candidate having successfully completed a criminal background check. Wells Fargo will consider qualified candidates with criminal histories in a manner consistent with the requirements of applicable local, state and Federal law, including Section 19 of the Federal Deposit Insurance Act.

Relevant military experience is considered for veterans and transitioning service men and women.

Wells Fargo is an Affirmative Action and Equal Opportunity Employer, Minority/Female/Disabled/Veteran/Gender Identity/Sexual Orientation.

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