Job Description

Administrative Assistant – Investment Banking Support | New York, NY

4 Days Onsite, 1 Day Remote

Our client, a leading global financial services firm is seeking a highly organized and professional Administrative Assistant to support senior leaders within its Investment Banking division. This role will provide high-level support to multiple Managing Directors and their junior team members, requiring excellent calendar management, travel coordination, and communication skills. The ideal candidate brings a proactive mindset, sharp attention to detail, and thrives in a dynamic, fast-paced environment.

Key Responsibilities:

Administrative & Executive Support

• Provide direct administrative support to 2–3 senior investment banking professionals and their teams
• Maintain calendars, schedule meetings, and manage logistics across time zones
• Prepare and submit expenses using internal systems (e.g., Concur)
• Maintain a high level of confidentiality and professionalism in all interactions
• Serve as a reliable backup for other executive assistants when needed

Meetings & Calendar Management

• Manage complex and dynamic calendars using Microsoft Outlook
• Schedule and coordinate meetings and calls, including cross-departmental sessions and client-facing events
• Book conference rooms and manage associated logistics including catering and A/V setup
• Organize recurring meetings and ensure agendas and objectives are clearly reflected in calendar entries

Travel Coordination

• Plan and book domestic and international travel arrangements in line with executive preferences
• Coordinate transportation, accommodations, and itineraries, working with both internal teams and external contacts
• Proactively address and resolve scheduling conflicts or last-minute changes

Telephone & Communication Support

• Professionally handle incoming calls, screen messages, and ensure timely follow-up
• Build strong relationships with internal and external stakeholders, including clients and their assistants
• Support team-wide communication and help streamline workflow and priorities

Qualifications:

• 5+ years of experience as an executive assistant, ideally within investment banking or professional services
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and Adobe PDF
• Strong time management and multitasking abilities
• Excellent written and verbal communication skills
• Bachelor’s degree preferred
• Discretion, sound judgment, and a “no task is too small” mindset
• Friendly, team-oriented attitude with a professional and polished presence

This is a great opportunity for a dedicated administrative professional to join a high-performing team in a prestigious and collaborative environment.

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