Executive Assistant - Credit Investments Group

UBS•New York, NY

4d•$85,000 - $105,000•Onsite

About The Position

We are looking for an Executive Assistant to provide on-site administrative support to one executive and several leaders within the Credit Investments Group (CIG). This role involves managing calendars, coordinating meetings, planning travel, and offering daily operational support across different time zones. The ideal candidate will be adept at managing competing priorities to ensure leaders are well-prepared for meetings, presentations, client engagements, and key decisions. Responsibilities also include coordinating domestic and international travel, managing client and stakeholder experiences, supporting corporate events, processing expenses, and handling confidential information with discretion.

Requirements

Bachelor’s degree preferred, or equivalent education and professional experience.
Experience in an administrative, executive assistant or business support role.
Able to support several leaders at the same time, while managing changing priorities, deadlines and confidential topics.
Confident managing complex calendars, scheduling across time zones, meeting logistics, travel arrangements, business correspondence and time-sensitive deliverables.
Proficient in Microsoft Office, including Outlook, Word, PowerPoint and Excel.
Experienced using video conferencing and collaboration platforms to support in-person, hybrid and virtual meetings.
Familiar with accounts payable, invoice processing, expense management, vendor onboarding or related financial administration systems.
Able to provide on-site support at least four days per week, to meet business needs.
Uses sound judgement and discretion when making decisions and handling sensitive situations.
Takes ownership of requests and responds with accuracy, urgency and attention to detail.
Communicates clearly and professionally with stakeholders at all levels.
Builds trusted working relationships with executives, colleagues, external partners, vendors, clients and boards of directors.
Anticipates needs, solves problems independently and contributes to an efficient executive office environment.
Curious to explore how AI can improve how we build, deliver, and optimize workflows. You do this with sound judgment – validating outputs and aligning with policies, risk standards, and ethical use.

Responsibilities

Provide on-site administrative support to one executive and several leaders, including calendar management, meeting coordination, travel planning and daily operational support across time zones.
Manage competing priorities so leaders are prepared for meetings, presentations, client engagements and key decisions.
Coordinate domestic and international travel, including flights, accommodation, transport, itineraries and related logistics.
Create a smooth client and stakeholder experience, including meeting logistics, room bookings, technology setup, refreshments, agendas and materials.
Support corporate events, leadership meetings, offsites and client activities by coordinating logistics, vendors, materials and travel requirements.
Prepare expense reports, reconcile business card charges and support invoice processing, vendor setup, documentation and payment follow-up.
Act as a trusted contact for executives, colleagues, external partners, vendors and clients, ensuring clear and timely communication.
Handle confidential information with discretion, sound judgement and care, in line with our policies and risk standards.
Support special projects and additional tasks, using organisation, follow-through and problem-solving skills to help deliver outcomes.