Executive Assistant Job at Career Group in New York

Overview

Global investment banking firm is seeking an Executive Assistant to support an Investment Banking Managing Director (plus back up support to a few others as needed) in daily activities, managing calendars, travel, expenses and correspondence.

Key Responsibilities:

• Maintain calendar management, gatekeeping, and meeting logistics for the Managing Directors and Directors and ensure leaders are aware of priority issues of impact
• Review and respond to emails, filing and forwarding as appropriate
• Screen phone calls and visitors and be the point of contact for assigned client groups
• Coordinate possible complex travel arrangements including international travel, working with domestic and international clients
• Prepare detailed travel itineraries, coordinate commercial flights, dining, and ground transportation where needed; prepare and process required documentation for international travel
• Assist in organizing firm events, holiday parties and the preparation of all logistics.
• Create, edit, and proofread correspondence, formal communications and presentations as needed
• Create and maintain team distribution lists, org charts, staff listings, etc.
• Manage all connectivity aspects for conference rooms: visual computer presentations, video conferencing, conference dial ins and assist with meeting materials and agendas as needed
• Distribute companywide announcements, book, and manage conference rooms, and help to coordinate catering when needed
• Support when needed reception and kitchen, including greeting visitors, purchasing, ordering of catering, and maintaining all inventory for supplies in office
• Liaise with property managers regarding access cards, repair requests, service and general building maintenance when needed
• Time management and prioritization of tasks
• Adherence to company and department policies regarding managing sensitive information

Required Qualifications:

• Bachelor’s Degree required; additional experience in lieu of a degree will be considered
• At least 5-10 years’ administrative experience supporting senior professionals
• Proficiency with Microsoft Office applications (Excel, PowerPoint, Teams, Word, etc.)

Preferred Qualifications:

• Experience in investment banking or legal environment
• Prior knowledge of Concur, Amex, Travel Edge Program & Chrome River is a plus

Compensation: $115-135K base plus discretionary bonus and competitive benefits package