Executive Assistant – Investment Banking Team

Overview

• Provide high-level administrative and project-based support to the Investment Banking Team, ensuring seamless operations and effective coordination across multiple stakeholders.
• Support a Managing Director and four Finance Principals in a fast-paced, client-facing environment requiring strong organizational skills and sound judgment.
• Manage confidential information with discretion and professionalism while balancing executive support with structured team deliverables.
• Coordinate schedules and meetings across multiple time zones, ensuring timely and accurate communication.
• Arrange business travel logistics and process expense reports in compliance with firm policies.
• Collaborate across Investor Relations, Finance, and Administrative teams to support organizational goals and priorities.
• Operate in a dynamic environment with evolving priorities, demonstrating flexibility and adaptability.
• Contribute to a growing firm that values and supports its administrative staff.

Key Responsibilities & Duties

• Manage complex calendars, coordinating internal and external meetings, including room scheduling, catering, and audio/video setups.
• Provide phone coverage and message management, ensuring effective communication during executives' unavailability.
• Maintain accurate contact lists and distribution groups to support team communication and organization.
• Serve as backup support for other Executive Assistants during planned or unplanned absences.
• Arrange business travel and related logistics, ensuring smooth and efficient travel experiences.
• Process expense reports in accordance with firm policies, maintaining accuracy and compliance.
• Collaborate with team members across offices and time zones to achieve organizational objectives.
• Adapt to evolving business needs and firm policies, demonstrating a proactive and flexible approach.

Job Requirements

• Bachelor’s degree required, preferably in a related field.
• Minimum of 5 years of experience in executive or administrative support roles, preferably in financial services or investment management.
• Proficiency in Microsoft Office Suite, including Outlook, Word, PowerPoint, and Excel.
• Strong organizational and time-management skills with the ability to prioritize competing deadlines effectively.
• Excellent written and verbal communication skills, with a professional and client-service-oriented approach.
• Proactive mindset with sound judgment and discretion in handling sensitive information.
• Comfortable operating in a dynamic environment with evolving priorities and expectations.
• Ability to collaborate effectively across teams and time zones to support organizational goals.