Russell Tobin is hiring: Executive Assistant (must have Financial Services exper

Executive Administrative Assistant (temporary - 6-12 months contract) - possibility to go perm.

Pay Range: $29-34 hourly

One of our clients in the Bank and Financial industry is seeking an experienced and highly organized Executive Assistant to provide comprehensive support to senior members of their division. In this role, you will be responsible for managing calendars, handling phone calls, coordinating travel arrangements, organizing events, and assisting with various administrative tasks. The ideal candidate is detail-oriented, possesses excellent communication and problem-solving skills, and has a strong background in supporting multiple professionals in the financial services industry. This is a fast-paced environment that requires the ability to multitask and prioritize effectively.

Responsibilities:

• Serve as the first point of contact for phone calls, exercising discretion and professionalism
• Manage calendars, schedule meetings and conference calls, and handle meeting conflicts
• Coordinate with various departments to gather information and respond to requests
• Plan and organize internal events, including registrations, room reservations, and catering
• Arrange domestic and international travel, including flights, hotels, and transportation
• Prepare and submit expense reports, ensuring accuracy and timely submission
• Create and format documents using Microsoft Office Suite and Adobe Pro
• Manage shared sites and collaborative platforms for the team
• Assist with onboarding/offboarding processes and provide general office support
• Process invoices and create funding requests
• Support adhoc projects and provide backup coverage for other administrative assistants

Qualifications:

• 3-5 years of experience supporting senior professionals with calendar management and phone coverage
• Flexibility to adapt and cover different managers as the group grows or changes
• Experience in the financial services industry
• Bachelors degree is preferred, or 5+ years of relevant corporate experience
• Excellent communication, writing, judgment, and problem-solving skills
• Strong attention to detail and exceptional organization and time management abilities
• Enthusiastic and positive team player with a willingness to collaborate
• Ability to thrive in a fast-paced environment and handle multiple tasks concurrently
• Proficiency in Microsoft Office suite, particularly PowerPoint, Excel, and Outlook
• Knowledge of O365 and Microsoft Teams is a plus
• Proactive mindset and commitment to staying up-to-date with office procedures and technical training
• Experience with Concur, SharePoint, Fieldglass, and Ariba is a plus
• Typing speed of 60+ words per minute