Administrative Assistant, Investment Banking

Job description
Administrative Assistant, Investment Banking – New York

We are seeking an experienced Administrative Assistant to support a team of senior Managing Directors and junior professionals within an Investment Banking division at a global Investment Bank. 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. This is a direct hire for the position.

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

United States
New York
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