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