Executive Assistant

We are seeking an experienced Executive Assistant / Senior Administrative Professional with a strong background supporting senior leadership teams within Investment Banking, Capital Markets, or other fast-paced corporate environments. The successful candidate will provide high-level administrative, operational, and coordination support to senior executives and business leaders while ensuring seamless day-to-day operations across the team.

This role is ideal for a proactive, highly organized professional who thrives in dynamic environments, exercises sound judgment, and is capable of managing multiple competing priorities with professionalism and discretion.

Location: New York, NY (Hybrid – 4 days onsite, remote Fridays)
Contract Length: 12 Months (Extension or FTE Conversion Possible)
Hours: Variable schedule, typically between 8:30 AM – 6:00 PM EST

• Provide senior-level administrative and operational support to executives and large, diverse business teams within a fast-paced Investment Banking environment.
• Manage complex executive calendars, meeting coordination, conference room bookings, and logistics to support efficient business operations.
• Coordinate department meetings, team events, offsites, and other business functions from planning through execution.
• Prepare, edit, and distribute professional communications, presentations, reports, and other business documentation.
• Gather, organize, and format information into recurring and ad hoc reports, dashboards, and tracking documents.
• Process invoices, expense claims, and departmental financial documentation while ensuring compliance with internal policies and vendor agreements.
• Coordinate travel arrangements including flights, accommodations, itineraries, and related logistics for executives and team members.
• Maintain filing systems, records management processes, and operational documentation in both digital and physical formats.
• Track budgets, monitor expenses, and support reporting activities related to departmental spending and operational planning.
• Liaise with internal business partners, vendors, facilities teams, and external stakeholders to support office operations and business continuity.
• Support onboarding, offboarding, office moves, equipment coordination, and workplace logistics for employees and contractors.
• Maintain inventory and coordinate ordering of office supplies and operational resources.
• Track employee schedules, vacation calendars, overtime, and staffing availability in alignment with organizational guidelines.
• Coordinate staff training logistics including scheduling, registrations, confirmations, and cancellations.
• Provide guidance and mentorship to junior administrative staff to support operational consistency and capability development.
• Identify opportunities to improve administrative workflows, operational processes, and team efficiencies.
• Exercise strong judgment, discretion, and problem-solving skills while managing confidential and time-sensitive information.

• 5–7 years of progressive experience in executive administration, senior administrative support, or business operations support roles.
• Experience supporting senior leaders and large teams within Investment Banking, Financial Services, Capital Markets, or similarly fast-paced corporate environments.
• Strong organizational and multitasking abilities with the capability to manage shifting priorities and deadlines effectively.
• Exceptional verbal and written communication skills with the ability to interact professionally with executives, stakeholders, and external partners.
• Demonstrated experience coordinating executive calendars, travel arrangements, meetings, and departmental events.
• Strong attention to detail and ability to maintain accuracy across reporting, documentation, and financial tracking activities.
• Experience processing invoices, expense reporting, budget tracking, and operational administrative functions.
• Strong analytical and problem-solving skills with the ability to identify issues and implement practical solutions.
• Proficiency with Microsoft Office Suite including Outlook, Excel, Word, PowerPoint, and Teams.
• Ability to handle confidential information with professionalism, discretion, and sound judgment.
• Strong interpersonal and collaboration skills with the ability to build relationships across multiple business groups.
• Ability to work independently in a high-volume, deadline-driven environment with minimal supervision.

Preferred

• Experience within large enterprise financial institutions or regulated corporate environments.
• Exposure to executive-level stakeholder management and cross-functional coordination.
• Experience supporting hybrid and in-office operational environments.
• Knowledge of internal expense management, reporting, and administrative workflow tools.
• Previous experience mentoring or supporting junior administrative staff.

Education

• Post-secondary degree or diploma in Business Administration, Communications, Office Administration, or related discipline preferred.