Job Description
We are seeking an experienced Administrative Assistant to support a team of senior Managing Directors and junior professionals within our Investment Banking division. The ideal candidate will have a minimum of 5 years of experience supporting senior-level executives in a fast-paced environment. Strong organization, scheduling, and communication skills are essential for success in this role.
Key Responsibilities
General Support
- Proficient in Microsoft Outlook, Word, Excel, and Adobe PDF
- Comfortable handling tight deadlines and shifting priorities
- Team-oriented mindset with the ability to work independently
- High level of discretion and professionalism when handling confidential information
- Strong prioritization and conflict resolution abilities
- Provide back-up support to other executive assistants as needed
- Serve as a professional representative for the team in all internal and external interactions
Calendar and Meeting Management
- Heavy calendar coordination and scheduling via Outlook
- Coordinate meetings and conference calls across departments and time zones
- Book conference rooms, arrange catering, and handle audiovisual needs through internal systems
- Set up and manage Zoom meetings and other virtual conference tools
- Maintain clear and accurate meeting descriptions
Travel and Logistics
- Plan complex domestic and international travel itineraries
- Book flights, accommodations, ground transportation, and entertainment
- Ensure travel plans align with individual preferences and schedules
- Proactively troubleshoot and resolve scheduling or logistics conflicts
Telephone Support
- Answer and route incoming calls with a professional and courteous demeanor
- Develop strong working relationships with clients’ assistants and other stakeholders
- Take accurate messages and ensure timely follow-up
- Provide phone coverage for team members as needed
Expense Reporting
- Prepare and submit monthly expense reports through Concur
- Monitor and track corporate card transactions
Qualifications
- 5 to 10 years of administrative experience, preferably in financial services
- Advanced proficiency in Microsoft Office Suite
- Bachelor’s degree preferred
- Strong organizational and time management skills
- Excellent written and verbal communication abilities
- Detail-oriented with a proactive approach to problem-solving
- Discreet, professional, and collaborative
Job Type: Full-time
Pay: $115,000.00 - $120,000.00 per year
Benefits:
- 401(k)
- Dental insurance
- Health insurance
- Paid time off
Experience:
- Administrative Financial services: 5 years (Required)
Ability to Commute:
- New York, NY 10022 (Required)
Ability to Relocate:
- New York, NY 10022: Relocate before starting work (Required)
Work Location: In person