Research - Americas Equity - US Executive Assistant

UBS • New York, NY

4d • $85,000 - $100,000

About The Position

The USA Research Desk Assistant provides administrative and secretarial support to research analysts, economists, and strategists. The role helps ensure smooth department operations, working closely with publishing analysts and their teams, Business Managers, and other team assistants on recurring and ad hoc assignments. The position is based in New York, New York. The salary range is USD 85,000–100,000 per annum for a full-time-equivalent role. The expected salary depends on factors that may include experience, qualifications, education, location, and skill level. UBS may provide additional variable compensation or awards at its discretion. UBS describes its benefits as competitive, but the posting does not specify individual benefits. The company highlights collaboration, an inclusive culture, growth opportunities, and flexible working options when possible.

Requirements

• Strong proficiency with Microsoft Outlook, Teams, Excel, Word, and related business productivity tools.
• Ability to manage multiple priorities, follow through on details, and anticipate needs in a fast-paced environment.
• Excellent written and verbal communication skills and a professional, service-oriented approach.
• High level of discretion, judgment, and reliability when handling confidential information and sensitive requests.
• Comfort learning internal systems, policies, and approval workflows.
• Use sound judgment when exploring AI to improve workflows, validate outputs, and align with policies, risk standards, and ethical use.

Nice To Haves

• Prior administrative, executive assistant, team assistant, or office coordination experience is preferred.
• Experience with travel booking, expense reporting, meeting coordination, and office logistics is strongly preferred.

Responsibilities

• Coordinate domestic and international travel, including flights, trains, hotels, car services, rental cars, and detailed itineraries, using approved systems and policies.
• Prepare and submit travel requests and approvals, ensuring compliance with internal travel and expense guidelines.
• Create, review, and submit expense reports; attach receipts, itemize and code charges, and reconcile corporate-card and out-of-pocket expenses.
• Manage complex calendars and schedule meetings across stakeholders, identify available meeting times, send invitations on behalf of others, and include conferencing details.
• Coordinate in-person meetings, including room reservations, visitor security access, catering, IT support, workspace bookings, and access to relevant offices.
• Create and manage internal distribution lists, shared mailboxes, smart email lists, and related communications tools.
• Assist with event and conference-call setup in internal event systems, including adding employees or clients, sending calendar details, and coordinating event travel or hotel logistics.
• Maintain knowledge of internal platforms, workflows, and policies to serve as a resource for team members and executives.

Benefits

• Competitive benefits are offered; further details are available at ubs.com/employee-benefits.
• Flexible working options when possible.
• Opportunities to grow.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed