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Executive Administrative Assistant
senior · Investment Banking
Join our Global Investment Banking Mergers & Acquisitions team, as an Executive Assistant and play a pivotal role in keeping senior leadership operating at full speed. You’ll partner closely with a dynamic group of Managing Directors, Executive Directors, and Vice Presidents supporting 3–5 executives overall, while helping drive day-to-day execution in a high-performance environment where priorities evolve rapidly and attention to detail is essential.
As an Executive Assistant in Mergers & Acquisitions, you will be a trusted partner—protecting leaders’ time, anticipating needs, and ensuring seamless execution across calendars, travel, meetings, and team deliverables. You’ll represent the team with professionalism and discretion, communicate confidently with stakeholders across lines of business, and apply sound judgment in sensitive situations. You’ll also help strengthen team routines by improving organization, streamlining processes, and keeping key materials current and accessible.
Job responsibilities
- Maintain complex, dynamic calendars across multiple time zones for 3–5 executives; proactively resolve conflicts and propose solutions
- Manage coordination and logistics for internal and external meetings (in-person and virtual), including scheduling, rooms, technology, attendee management, pre-reads, and follow-ups
- Organize internal and external events end-to-end, including room strategy, catering, visitor logistics, and transportation
- Arrange and coordinate complex domestic and international travel with accuracy, efficiency, and contingency planning
- Screen incoming calls and messages; triage appropriately while exercising discretion and care in handling information
- Process T&E expense claims for team members, ensuring compliance with policies and timely submission/approval
- Support staff onboarding and offboarding, including system access coordination, supplies, space/logistics, and team communications
- Draft and edit high-quality emails and communications for audiences at all levels; ensure tone and accuracy align to senior leadership expectations
- Maintain department documents (e.g., executive bios and key reference materials)
- Operate independently—anticipate upcoming deadlines, flag risks early, and communicate issues or delays in advance
- Assist with editing spreadsheets and presentations; coordinate printing/binding and meeting materials preparation as needed for client engagements
Required qualifications, capabilities, and skills
- At least five years of administrative experience supporting busy leaders and teams
- Advanced organization skills with the ability to manage shifting priorities and tight deadlines
- Strong discretion and sound judgment in confidential situations; demonstrated comfort engaging with senior stakeholders
- Excellent interpersonal, written, and verbal communication skills
- Strong proficiency in Microsoft Office (Outlook, Excel, PowerPoint, Word); confidence troubleshooting day-to-day issues
- Working knowledge of AI productivity tools (e.g., Copilot) to deliver work efficiently and at speed, and to help executives drive high-quality deliverables
- Professional phone etiquette and the ability to prioritize competing demands, especially calendar management
Preferred qualifications, capabilities, and skills
- Experience supporting Managing Director level (or equivalent) and above
- Prior experience within Investment Banking or a fast-paced, client-facing environment
- College degree is a plus
Note: This role requires five days in the office (Mon–Fri) and will not support hybrid options.