Executive Administrative Assistant

Join our Commercial & Investment Banking team as an Executive Administrative Assistant, where you will have the opportunity to work in a high-paced, organization. This role offers daily interaction with executive level internal clients across various lines of businesses, providing a platform for professional growth and skill enhancement. Be part of a team that values structure, attention to detail, and quality focus.

As an Executive Administrative Assistant in Commercial & Investment Banking, you will possess structure, attention to detail, quality focus, high energy and flexibility to a high-paced organization. You will need to work well in a team environment, be able to represent the senior leaders and team with professional courtesy and acumen, and deliver flawless work output.  Your daily routine also includes interaction with various executive level internal clients across the lines of businesses. You will need to adapt procedures, processes and techniques to complete assignments in line with the department's activities and goals.

Job Responsibilities:

• Maintain detailed calendars and proactively manage conflicts/priorities
• Screen incoming calls, determine urgency, and use discretion when sharing information
• Coordinate logistics for internal and external meetings (scheduling, rooms/VC, materials, attendees)
• Arrange and coordinate domestic and international travel (itineraries, changes, visas as needed)
• Plan and organize client entertainment/events (breakfasts, dinners, venues, reservations)
• Process T&E expense claims accurately and on time; ensure policy compliance; serve as SME for procedures
• Support onboarding/offboarding (equipment requests, system access, coordination with support teams)
• Draft and send high-quality emails/messages to stakeholders at all levels of the organization
• Maintain organizational charts and executive bios in current/ready-to-use form
• Independently manage routine responsibilities and communicate risks/issues/delays in advance
• Support preparation of spreadsheets and presentations, including printing/binding for client meetings and leading ad hoc projects as requested

Required qualifications, skills and capabilities

• At least 3 years of administrative experience, supporting all levels through managing director in a trading floor environment
• Advanced ability to organize and calendar management proficiency
• Tact and good judgment in confidential situations, and proven experience interacting with senior management
• Strong interpersonal, written, and oral communication skills
• Candidates should have Expense policy, Patrol and Charitable Contributions knowledge (internal)
• Proficiency within the Microsoft office Suite
• Excellent telephone etiquette and ability to manage competing priorities i.e. calendar management
• Ability to learn procedures and processes quickly

Note: This role requires five days in the office (Mon-Fri) and will not support Hybrid options. Hours 7:30am-4:30pm