Executive Administrative Assistant

Join our Commercial & Investment Banking Equities Sales team, where you will have the opportunity to work in a high-paced, organization. This role offers daily interaction with executive level internal clients across various lines of businesses, providing a platform for professional growth and skill enhancement. Be part of a team that values structure, attention to detail, and quality focus.

As an Executive Administrative Assistant in Commercial & Investment Banking you will possess structure, attention to detail, quality focus, high energy and flexibility to a high-paced organization. You will need to work well in a team environment, be able to represent the senior leaders and 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 procedures, processes and techniques to complete assignments in line with the department's activities and goals.

Job Responsibilities:

• Maintain detailed individual and team calendars
• Manage the coordination and logistics of both internal and external meetings
• Arrange and coordinate domestic and international travel
• Organize all aspects for offsite conferences and external events,(virtual and in-person) including catering and transportation
• Process T&E expense claims for team members. Ensure all policies are followed and items are processed within provided guidelines. Act as a subject matter experts for policies and procedures
• Assist with staff on-boarding and off-boarding, which includes requesting equipment setup and system access
• Produce high quality emails and messages to individuals at all levels of the organization
• Maintain current organizational charts and Executive Bio’s
• Handle regular activities without prompting, and advise in advance with issues or delays
• Work cooperatively with the administrative assistants team, in positive partnership to support each other smoothly
• Lead and coordinate on ad hoc projects as requested

Required qualifications, skills and capabilities

• Advanced organizational skills and AI tool proficiency to drive process efficiency and productivity
• Tact and good judgment in confidential situations, and proven experience interacting with senior management
• Strong interpersonal, written, and oral communication skills
• Candidates should have Expense policy, Patrol and Charitable Contributions knowledge (internal)
• Proficiency within the Microsoft office Suite
• Excellent telephone etiquette and ability to manage competing priorities i.e. calendar management
• Ability to learn procedures and processes quickly

Preferred qualifications, skills and capabilities

• Preferable at least 3 years of administrative experience, supporting all levels through managing director

Note: This role requires five days in the office (Mon-Fri) and will not support Hybrid options.  Hours 7:30AM - 4:30PM