Admin Assistant

We are seeking a highly organized, discreet, and proactive Personal Assistant to support the New York City Branch within a fast-paced international firm. The ideal candidate will manage complex schedules, coordinate international communications, and handle confidential information with professionalism and accuracy across multiple time zones and cultures.

Client Details

This client is a leading global financial institution headquartered in Europe, operating as one of the largest banking groups by assets worldwide. It has a strong international footprint, serving clients across North America, Europe, Asia-Pacific, and emerging markets.

Description

• Provide high-level administrative support to Private Capital, Telecom, and Technology Coverage teams
• Manage complex executive calendars, including scheduling internal/external meetings and business travel
• Coordinate end-to-end travel logistics for senior executives (itineraries, bookings, pre-check-in, boarding passes, etc.)
• Oversee expense reporting, address books, and day-to-day executive support needs
• Screen and prioritize meeting requests, ensuring alignment with executives' priorities
• Support client and internal visitors, including coordinating schedules, travel, and on-site logistics
• Maintain calendars of quarterly earnings calls for public companies
• Assist in tracking and updating quarterly and annual earnings data from SEC filings and databases
• Support pitchbook production, including printing and binding materials for client meetings
• Liaise with internal teams and external vendors on IT setup, system access, and onboarding needs
• Coordinate conference scheduling and provide general team support on ongoing projects
• Ensure compliance with all regulatory, legal, and internal policies and procedures
• Complete required compliance and training requirements as mandated

Profile

• 5-10 years of experience supporting senior executives in a fast-paced, corporate or financial services environment
• Highly organized with strong attention to detail and the ability to manage multiple priorities simultaneously
• Proactive and forward-thinking, with the ability to anticipate executive needs and act independently
• Strong calendar management and travel coordination skills, including complex and last-minute changes
• Professional and polished communicator with excellent interpersonal skills
• Proven ability to handle sensitive and confidential information with discretion
• Experience interacting with senior stakeholders, clients, and global teams
• Strong problem-solving skills with the ability to prioritize and make sound decisions under pressure
• Comfortable taking ownership of tasks and contributing to team-wide projects and initiatives
• Proficient in Microsoft Office and experienced with expense management and internal systems
• Collaborative team player who can build strong relationships across departments

Job Offer

• Opportunity to join a prestigious, global financial services firm with strong international exposure
• Gain experience supporting a high-performing, multicultural team in a fast-paced environment
• Highly visible role with direct interaction with senior leadership and global stakeholders
• Dynamic, hands-on position offering variety across executive support, coordination, and operations
• Collaborative and professional office environment based in Chicago
• Exposure to international business operations and cross-border coordination

MPI does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity or expression, national origin, age, disability, veteran status, marital status, or based on an individual's status in any group or class protected by applicable federal, state or local law. MPI encourages applications from minorities, women, the disabled, protected veterans and all other qualified applicants.