Executive Support Specialist

Job Description

Job Description

GENERAL FUNCTION:

The Bank Executive Support Specialist (ESS) with AI technology responsibilities is an AI-enabled role that combines advanced executive administrative support with the effective use of generative AI tools to maximize executive productivity, drive operational efficiency, and influence company-wide AI strategy, engineering productivity, and technology enablement in partnership with business, technology, security, and risk leaders that aligns with the bank's AI policy.

MAJOR DUTIES AND RESPONSIBILITIES:

• Assist in developing the progression of generative AI tools to enhance executive productivity through workflow automation, meeting support, and information synthesis.
• Utilize approved AI platforms for meeting transcription, summarization, calendar optimization, scheduling, and administrative task automation.
• Provide executive support for Windows 11, Microsoft 365, AV systems, and virtual collaboration platforms.
• Serve as the primary point of contact for executive AV, mobile device, and virtual meeting issues.
• Manage executive calendars, correspondence, and scheduling with a high degree of accuracy and discretion.
• Coordinate complex domestic and international travel arrangements.
• Prepare, edit, and maintain executive-level presentations, reports, and briefing materials.
• Maintain project trackers and administrative records.
• Analyze operational gaps using AI-enabled tools and recommend process improvements.
• Ensure compliance with bank data privacy, security, and regulatory requirements.
• Partner with technology, security, risk, and business leaders to support secure, scalable AI adoption

Influence AI strategy and engineering productivity initiatives beyond the direct organization.

ADDITIONAL RESPONSIBILITIES:

• Facilitate committee and executive meetings, including agenda preparation, meeting minutes, and materials compilation.
• Handle highly sensitive financial, legal, and personnel information with strict confidentiality.
• Support change management and adoption of new AI-enabled productivity tools.
• Provide thought leadership on responsible and compliant AI usage in executive environments.
• All other duties as assigned by supervisor.

JOB QUALIFICATIONS:

• 2–5+ years of executive administrative support experience and bachelor's degree preferably in banking, economics, data analytics, finance, or technology.
• Hands-on experience with developer-focused AI tooling authorized within a regulated enterprise environment.
• Familiarity with AI platforms such as ChatGPT, Gemini, Claude, GitHub, Copilot, Cursor, or similar approved tools.
• Demonstrated understanding of enterprise AI considerations, including security, governance, access controls, auditability, and responsible AI practices.
• Strong executive presence with excellent verbal and written communication skills.
• Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Strong organizational skills with the ability to manage multiple priorities in a fast-paced environment.
• Proven ability to handle highly sensitive and confidential information with discretion.

STANDARDS OF PERFORMANCE:

• Consistently enhances executive efficiency and productivity through secure and compliant AI adoption.
• Delivers accurate, timely, and high-quality administrative and executive support.
• Demonstrates sound judgment, professionalism, and confidentiality always.
• Successfully implements AI-enabled workflows that improve operational efficiency.
• Ensures strict compliance with banking regulations, data privacy, and security standards.
• Builds effective partnerships across technology, security, risk, and business teams.
• Anticipates executive needs and proactively recommends solutions.
• Knowledge of the regulations as they pertain to banking.
• Ability to communicate effectively both orally and in writing.
• Ability to work on multiple assignments concurrently in a fast-paced environment.

• Master all computer applications pertaining to efficient processing of duties.
• Perform all areas of responsibilities so they are completed in a timely, accurate, and thorough manner.
• Acceptable attendance and reporting to work in a timely manner.
• Must follow all company policies and procedures.
• Ability to maintain matters of a highly confidential nature.
• Position continually requires demonstrated poise, tact and diplomacy.
• Honesty must be an essential ingredient in all matters.
• Promptly return all phone calls the same day as they are received.