Executive Assistant

Job Title: Executive Assistant – Investment Banking

Overview:

Our client is a leading global investment bank that offers full-service investment banking, research, sales, and trading services. They are dedicated to supporting institutional and corporate clients through the entire lifecycle of their business, providing insightful ideas, strategic advisory, and expertise across a range of industries. Their commitment to delivering superior service is driven by the culture of performance, collaboration, and success within the firm.

Our client is looking to bring on an Executive Assistant to provide high-level administrative support to a group of Managing Directors in the Investment Banking division. The successful candidate will be highly organized, proactive, and skilled in managing multiple priorities in a fast-paced environment.

Key Responsibilities:

• Manage complex calendar scheduling, gatekeeping, and meeting logistics for senior executives, ensuring that priority tasks are effectively addressed.
• Screen and respond to emails, forwarding information as appropriate and maintaining a streamlined communication flow.
• Serve as the primary point of contact for internal and external clients, handling phone calls, visitors, and queries.
• Organize intricate travel arrangements, including domestic and international flights, accommodations, and ground transportation; prepare travel itineraries and documentation.
• Assist in coordinating firm events, such as holiday parties and corporate gatherings, including logistics and coordination.
• Draft, edit, and proofread correspondence, formal communications, and presentations for senior leadership.
• Create and maintain organizational charts, team distribution lists, and staff directories.
• Manage all aspects of conference room technology, including video conferencing, presentations, and meeting materials.
• Coordinate and manage company-wide announcements, meeting room bookings, and catering requests as necessary.
• Provide backup support for office reception and kitchen needs, including greeting visitors, ordering catering, and managing office supplies inventory.
• Liaise with property managers regarding building access, repair requests, and general maintenance concerns.
• Exercise strong time management skills and prioritize tasks effectively to meet deadlines.
• Ensure strict adherence to company policies regarding the handling of sensitive and confidential information.

Required Qualifications:

• Bachelor’s degree or equivalent experience.
• At least 5 years of experience in administrative support, ideally for senior executives or professionals in a fast-paced environment.
• Proficiency in Microsoft Office applications (Excel, PowerPoint, Word, Teams).

Preferred Qualifications:

• Experience in investment banking or a legal setting.
• Familiarity with expense management tools such as Concur, Amex, Travel Edge, or Chrome River is highly desirable.