Senior Administrative Assistant, Policy & Supervision

CSBS Corporate, 1300 I Street NW, Washington, District Of Columbia, United States of America Req #255
Wednesday, December 4, 2024

The Senior Administrative Assistant plays a vital role in supporting the Executive Vice President (EVP) and the Policy & Supervision leadership team. This position offers an opportunity to work closely with senior leaders in a fast-paced, mission-driven environment.

Success will be defined by the ability to understand the internal workflow with the ability to generate written content, edit meticulously, manage a diverse flow of work, proactively anticipate the needs of others, and communicate well with stakeholders.  We will count on impeccable organization and attention to detail.

 

Essential Functions

To perform this job successfully, an individual must be able to perform each essential duty and responsibility satisfactorily.  Reasonable accommodations may be made to enable individual with disabilities to perform the essential functions.  Other duties may be assigned to meet business needs.

  • Research, prioritize, and follow-up on incoming issues and concerns addressed to the EVP and leadership team, including those of a sensitive or confidential nature. 
  • Provide a bridge for smooth communication between CSBS internal departments, demonstrating leadership to maintain credibility, trust and support with senior leaders.
  • Provide general administrative support including scheduling meetings, making travel arrangements, word processing, record keeping, fielding incoming calls, calendar support, processing expense reports and invoices, arranging conference calls and webinars, performing data entry in a variety of databases, using other office automation tools and services, and create and update reports, exhibits, charts, graphs, etc.
  • Proactively manage and ensure the accuracy of required documentation for expense payments for Policy & Supervision staff. Leverage problem-solving skills to address discrepancies efficiently, maintain compliance, and anticipate potential issues to streamline approval processes.
  • Provide administrative support for the legislative, regulatory, supervisory processes, and non-depository supervision committee meetings (and subordinate working groups or taskforces) and distribute agendas and recaps of the meetings as needed.
  • Provide administrative support to the FFIEC State Liaison Committee.
  • Coordinate and work collaboratively with representatives from other CSBS business units regarding general administrative requirements including meeting coordination, research and resolution of interdepartmental issues, etc.
  • Coordinate and organize key meetings to include meeting location, hotels, restaurants, travel arrangements, audio visual logistics, and meeting materials.
  • Reconcile various contact lists to ensure accuracy.
  • Maintain Policy & Supervision SharePoint sites.
  • Manage business unit policies, processes and procedures (and related documents) ensuring the documents are properly catalogued, regularly reviewed and/or updated, and made available to the business unit team.
  • Support the calendar and scheduling needs of the leadership team.
  • Maintain confidence and protect operations by keeping information confidential.
  • Facilitate a positive and collaborative working relationship with other administrative staff throughout CSBS.

Additional Responsibilities

  • Provide reception desk coverage on a rotating basis, for lunch coverage, during absences, and as needed.
  • May participate on select cross-functional CSBS committees or work groups.
  • Conduct a variety of research efforts either in response to a request for information or on an ongoing basis to provide current information to business unit members.
  • Support special projects within the business unit as assigned.

 

Minimum Qualifications

To perform this job successfully, an individual should possess the knowledge, skills, and abilities listed and meet the amount of education, training and/or work experience required.

Education and Experience

  • High school diploma and at least 5 years of administrative support experience, including providing support to multiple senior leaders or executives in a fast-paced environment.
  • Associate or bachelor’s degree preferred.
  • Experience in policy, supervision, or association/non-profit sectors preferred.
  • Proficiency with virtual collaboration tools (e.g., Microsoft Teams, Zoom) and familiarity with iMIS, Concur, and Informz is a plus.
  • Prior experience supporting C-suite executives or senior leaders in a non-profit or association setting is highly desirable.

Knowledge, Skills, and Abilities

  • Strong writing, editing, and proofreading experience in a business environment.
  • Ability to provide support for team with multiple responsibilities.
  • Demonstrated ability to learn, use, and master office software tools, including Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Teams), Adobe, SharePoint, and customer relationship management (CRM) platforms.
  • Proven ability to manage multiple competing priorities with resilience, maintaining focus under tight deadlines. With appropriate guidance, carries out most tasks independently.
  • Strong interpersonal skills to build and sustain relationships across departments, fostering collaboration and a shared sense of purpose.
  • Quantitative skills - ability to create, modify and use spreadsheets to perform basic quantitative computations and analysis involving a variety of topics.
  • Discretion, tact, judgment and poise - must work under general instructions on a wide variety of projects, produce accurate results, and work well with other staff, members and other individuals and organizations.
  • Prioritization - set priorities which accurately reflect the relative importance of job responsibilities.  Prioritize assignments to complete work in a timely manner
  • Confident and pleasant - know what you need from others, be clear about what others can expect from you, and work with others to keep things running on time.
  • Detail-oriented and understands the big picture - go beyond knowing what needs to be done, but also understand why it needs to be done.  Pay attention to the details, spot errors, document discrepancies and develop processes to promote accuracy of work.
  • Great communicator - have excellent oral and written communication.
  • Organized - proactively manage both consistent/recurring timelines and deadlines, as well as manage a regular flow of items that can be both urgent and important, but not necessarily in sync with other deadlines and responsibilities.
  • Analytical - highly organized and thoughtful in approach, analytical with the ability to make good decisions.

Requirements

  • Due to the nature of CSBS’s business in support of state financial services supervision, all CSBS employees have the potential of interacting with confidential information related to the supervision of financial services companies (“Confidential Supervisory Information”). As a result, in addition to general business conflicts of interest, all CSBS employees are expected to disclose conflicts of interest in financial services companies on at least an annual basis and to proactively avoid such conflicts.
  • Protect the confidentiality, integrity, and availability of CSBS information and information systems in accordance with CSBS policies and procedures.  

 

Values Instilled Behaviors for Excellence (VIBE)

At CSBS, work-life balance isn't just a policy; it's our VIBE! We recognize that our team members have lives that deserve attention and care. That’s why we create strong, supportive relationships that help everyone grow both professionally and personally. We honor each other's expertise and speak the truth, even when it’s a bit awkward. And guess what? This honesty creates a vibe of respect and trust that powers our efficiency and our excellence. It lets us chase those career goals while also nurturing our personal pursuits. At CSBS, you can thrive at work and at home—it's the best of both worlds!     

Just like a healthy work-life, collaboration is an essential part of CSBS’s mission. In fact, it is the heartbeat of everything we do! We're all about pitching in, giving props to our colleagues, and having each other’s backs. This allows us to push ourselves to our maximum potential and embrace those bold risks and innovative solutions. No matter what comes our way, our commitment to communication and teamwork strengthens us. We at CSBS are on mission and on the move, tackling all challenges together!    

 

Core Leadership Competencies

Achievement Oriented Thinking

  • Is a solutions-oriented thinker.
  • Has good time management skills.
  • Manages expectations of what is achievable.

Change Management

  • Actively engages and participates during change. 
  • Asks questions and takes ownership for understanding why the change is happening and the risk of not changing actively. 
  • Adopts the new habits, monitors own performance and checks self against the objectives and seeks help when they don’t match. 
  • Identifies and communicates obstacles and resistance. 

Emotional Intelligence (Self-Awareness)

  • Manages own emotions productively to stay in role.
  • Handles emotionally charged situations productively and with empathy.
  • Asks for and openly accepts feedback; looks for opportunities to grow.
  • Conducts conversations courageously - hitting difficult issues head-on with an eye on maintaining relationships.

 

Working Conditions

  • General office.
  • Some travel may be required.

Compensation at CSBS 

At CSBS, salary offers are determined within the established range based on a candidate's experience, education, and the market demand for the role. Where appropriate, we also carefully benchmark against similar internal positions to ensure equity and consistency.

In addition to competitive salaries, CSBS offers a comprehensive benefits package, a flexible hybrid work environment, and an inclusive culture. Learn more about our benefits, culture, and work environment by visiting 
CSBS Careers.

Other details

  • Pay Type Salary
  • Min Hiring Rate $57,140.00
  • Max Hiring Rate $70,168.00
Location on Google Maps
  • CSBS Corporate, 1300 I Street NW, Washington, District Of Columbia, United States of America