Executive Assistant

About SIPCSIPC is a community of purpose-driven professionals united by our shared commitment to protecting investors and inspiring investor confidence in the U.S. securities markets. We are grounded by our core values of Integrity, Competence, Teamwork, Effectiveness, Accountability, and Fairness and we strive to deliver meaningful impact through the ways that we work for the public that we serve.Joining our team means becoming a part of an organization that values internal and external partnership, deep curiosity, and continuous improvement. Together, we are dedicated not only to advancing our mission, but also to supporting one another and working collegially to achieve success.Learn more about SIPC and how we build investor confidence by visiting our website at www.sipc.orgPrimary ResponsibilitiesAdministrative Support: Provides administrative support to President & CEO and General Counsel including scheduling, calendar management, correspondence, meeting preparation, filing, and document management. Uses Microsoft suite of products to prepare and maintain documents, and is proficient with Microsoft Teams, Webex, and Zoom for virtual meeting management and scheduling. Collects daily mail and serves as a point of contact for Legal Department mail. Arranges travel for CEO and General Counsel as needed. Creates and processes expense reports.Board Administration: Supports the preparation of Board Meeting materials and ensures timely distribution of materials through various channels in both electronic and physical format. Supports finalization and retention of meeting minutes. Coordinates with the Board of Directors and their administrative teams for meeting scheduling and planning, and coordinates meeting-related catering. Maintains up-to-date records of Board contact information. Prepares and reviews with CEO the agenda for each Board meeting and solicits materials and content from appropriate colleagues across the organization. Plans and coordinates annual off-site Board meeting.Enterprise Initiatives: Works with all departments to support organizational priorities, timely completion of organizational projects, and alignment with progress according to SIPC strategic and operating plans, adding insights and identifying risks. Support alignment across teams on key decisions, priorities, and reporting. Ensure process efficiency and optimization across departments for complex enterprise-wide projects.Legal Filings: Understands and is proficient with electronic case filing systems for all federal courts, maintains login and password credentials for the organization for case filings. Makes case filings in a timely and appropriate manner with proper formatting and ensures that copies are provided to appropriate parties.Annual Report: Provides administrative support for the preparation and distribution processes for Annual Reports. Maintains accurate documentation of attendees for all Board and Board Committee meetings for data use in the Annual Reports.Other Responsibilities: Responds to inquiries from the public as a representative of the Legal team, redirects calls from the public as appropriate to attorneys. May provide basic membership related information to member firms. Performs Notary Public functions and completes other related duties as assigned.Required Knowledge and SkillsHigh level of proficiency in full suite of Microsoft Office products with emphasis on Word, Excel, PowerPoint, and TeamsFamiliarity with electronic court filing systemsCareful attention to detail and high work product qualityAbility to work with highly sensitive and confidential information with integrity and professionalismAbility to read and write fluently in EnglishAbility to handle multiple tasks across various workstreams with high level of proficiencyTrack record of anticipating the needs of executives and proactively supporting as requiredProficiency with ShareFile document managementAbility to build and maintain records management systems with accuracyEducation and ExperienceAssociate’s degree (preferred) or equivalent combination of education and work experience5-7 years as an Executive Assistant supporting high level executivesExperience supporting organizations with active Board of Directors is preferred