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Executive Administrative Assistant
mid · Investment Banking
Join our Commercial & Investment Banking team as an Executive Administrative Assistant 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 interactions with various executive level internal clients across
Job responsibilities:
- Maintain detailed calendars for multiple team members
- Coordinate visitor access and handle logistics
- Organize and arrange onsite and offsite events, such as but not limited to, virtual and in-person meetings including scheduling, catering and set-up, and transportation
- Manage the coordination and logistics of both internal and external meetings
- Arrange and coordinate domestic and international travel for multiple team members
- Process T&E expenses for multiple team members. Process invoices. Ensure all policies are followed and items are processed within provided guidelines. Act as a subject matter expert for policies and procedures
- Produce high quality emails and messages to individuals at all levels of the organization
- Handle regular activities without prompting, and advise in advance with possible issues or delays
- Assist in editing spreadsheets and presentations, including printing and binding for client meetings
- Work cooperatively with the administrative assistant team, in positive partnership to support each other smoothly
- Lead and coordinate on ad hoc projects as requested
Required qualifications, skills and capabilities
- At least 3 years of administrative experience, supporting all levels through managing director
- Advanced calendar management
- Advanced ability to organize and prioritize
- 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, Invoice and Charitable Contributions knowledge
- Proficiency within Microsoft Office Suite, including Excel and PowerPoint
- Excellent telephone etiquette and ability to manage competing priorities i.e. calendar management
- Ability to learn procedures and processes quickly
Note: This role requires five days in the office (Mon-Fri) and will not support Hybrid options.