Administrative Assistant to Head of Proprietary Products

U.S. Bank • New York, NY

8d • Hybrid

About The Position

This role sits at the center of a busy leadership team and requires someone who thrives on organization, coordination, and keeping operations running smoothly. The ideal candidate is highly proactive, detail-oriented, and able to balance administrative support with project coordination responsibilities. We are seeking a highly organized, proactive, and professional Administrative Assistant to provide comprehensive support to a senior leader and their team. This role serves as a key partner in ensuring the efficient operation of daily activities by managing calendars, coordinating meetings and events, arranging travel, processing expenses, and assisting with communications, office management and project coordination. The successful candidate will possess strong organizational and communication skills, excellent judgment and attention to detail, while effectively managing multiple priorities in a fast-paced environment.

Requirements

• High school diploma or equivalent; associate's or bachelor's degree preferred.
• 3+ years of administrative, executive support, office management, or related experience.
• Experience supporting leaders in a professional business environment.
• Strong proficiency with Microsoft Office applications, including Outlook, PowerPoint, Word, Excel, and Teams.
• Experience managing calendars, coordinating travel, and processing expense reports.
• Strong written and verbal communication skills.
• Excellent organizational, planning, and time-management skills.
• Demonstrated strength in handling confidential and sensitive information with discretion.

Nice To Haves

• Experience coordinating projects, team events, or leadership offsites.
• Experience preparing presentations and executive-level materials.
• Knowledge of expense management and travel booking systems.
• Experience supporting leadership teams in a large corporate environment.

Responsibilities

• Provide administrative support to a senior leader, ensuring day-to-day operations run smoothly.
• Serve as primary point of contact for internal and external executive stakeholders, representing PCS with professionalism, discretion and sound judgment.
• Manage complex calendars, schedule meetings, and coordinate appointments across multiple stakeholders and time zones.
• Coordinate meeting logistics, including invitations, agendas, meeting materials, room reservations, and technology requirements.
• Arrange domestic and international travel, including transportation, accommodations, and itineraries.
• Prepare and submit expense reports accurately and in a timely manner.
• Maintain organized records, files, and documentation.
• Plan and coordinate team meetings, leadership meetings, workshops, and offsite events.
• Manage meeting logistics, catering, materials, attendee communications, and follow-up activities.
• Assist with the development and distribution of meeting agendas, notes, and action items.
• Coordinate and manage administrative aspects of various projects.
• Track project deliverables, timelines, and action items to support successful execution.
• Serve as an office manager, helping to coordinate workplace needs, supplies, vendor interactions, and facility-related activities.
• Identify opportunities to improve administrative processes and operational efficiency.
• Assist with team communications, announcements, and meeting materials.
• Format and update presentations, reports, and other business documents as needed.
• Coordinate basic data collection, organization, and reporting activities.
• Support the preparation of leadership presentations and routine business updates.

Benefits

• Healthcare (medical, dental, vision)
• Basic term and optional term life insurance
• Short-term and long-term disability
• Pregnancy disability and parental leave
• 401(k) and employer-funded retirement plan
• Paid vacation (from two to five weeks depending on salary grade and tenure)
• Up to 11 paid holiday opportunities
• Adoption assistance
• Sick and Safe Leave accruals of one hour for every 30 worked, up to 80 hours per calendar year unless otherwise provided by law

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED