Executive Administrative Assistant

Executive Administrative Assistant

Become an integral part of U.S. Private Bank team where you will have the opportunity to work in a fast-paced organization and each day will be unique! This role provides a platform for professional growth and skill enhancement. Be part of a team that is results-oriented, with a focus on attention to detail and quality.

As an Executive Administrative Assistant within the U.S. Private Bank, you will need to work well in a team environment, represent your team with professional courtesy and acumen, and deliver flawless work output. Your daily routine also includes interaction with various executive level internal clients across the lines of businesses. You will need to adapt to procedures, processes and techniques to complete assignments in line with both your team and the office's activities and goals. The ability to communicate confidently and accurately with high-net-worth clients in a fast-paced, deadline driven team environment will be a key skill to possess along with attention to detail, high energy and flexibility.

Job responsibilities

• Maintain complex and detailed calendars while adhering to client confidentiality regulations

• Handle heavy call volumes from both external clients and internal colleagues/management

• Manage the coordination and logistics of both internal and external meetings and events (including meeting room reservations, event organization/follow-up, RSVP tracking, ticket allocation)

• Arrange and coordinate complicated domestic travel arrangements (air, hotel accommodations and ground transportation)

• Organize all aspects of internal and external events, including catering and transportation

• Process invoices, T&E expense claims and sponsorship requests for assigned team members, ensuring all policies are followed and items are processed within provided guidelines. Act as a subject matter expert for policies and procedures

• Assist with staff on-boarding and off-boarding, which includes partnering with team members for equipment setup and system access

• Produce high quality emails and messages to individuals at all levels of the organization

• Maintain team documents, including current organizational charts and Executive Bio's

• Handle regular activities without prompting, and advise in advance with issues or delays

• Assist in editing spreadsheets and presentations, including printing and binding, for client meetings

• Work efficiently with the fellow assistants in positive partnership to support each other including sharing tasks for entire office

Required qualifications, capabilities, and skills

• At least five years of administrative experience, supporting at the Managing Director level (or equivalent) or above

• Advanced ability to organize

• Discretion and good judgment in confidential situations, and proven experience interacting with senior management

• Strong interpersonal, written, and oral communication skills

• Strong ability to multi-task and prioritize

• Strong proficiency in Microsoft Office and Concur

• Excellent telephone etiquette and ability to manage competing priorities i.e., calendar management

• Excellent written and oral communication with both external clients and internal colleagues is a must

Preferred qualifications, capabilities, and skills

• Experience supporting at the Managing Director level (or equivalent) or above

• College degree is a plus

Note: This role requires five days in the office (Mon-Fri) and will not support Hybrid options.