Executive Team Assistant

UBS•Atlanta, GA

49d

About The Position

We're looking for an experienced Executive Assistant to provide executive-level administrative support to the Market Executive, Associate Market Executive, Market Administrative Officer, and South Market leadership team. This role involves managing complex calendars, leadership meetings, conference calls, travel arrangements, and market events across multiple locations. The position also includes coordinating domestic travel, meeting logistics, catering, conference facilities, and executive itineraries. A key responsibility is managing expense and reimbursement submissions for the Market Executive. Furthermore, the role leads the planning and execution of market conferences, leadership meetings, Team Associate Summits, community engagement activities, and employee events. The Executive Team Assistant will prepare executive presentations, training materials, meeting workbooks, reports, briefing documents, and communication packages. This role partners with Human Resources, Recruiting, Technology, and Market Leadership to manage hiring, onboarding, recruiter transitions, job requisitions, and workforce planning initiatives. It also coordinates onboarding activities for new hires, ensuring timely completion of HR requirements, system access, entitlement setup, workspace readiness, and first-day experiences. The position manages market administration processes including invoices, sponsorship requests, business expenses, vendor coordination, procurement activities, and office operations. Support for branch and market operational initiatives includes access management, shared-drive administration, business card and stationery ordering, branding requests, and technology coordination. The role involves developing and maintaining relationships with internal stakeholders, external partners, vendors, and senior leaders across the organization. Finally, the Executive Team Assistant will draft professional communications, coordinate leadership messaging, and support market-wide engagement and recognition programs.

Requirements

Ideally 5-10+ years of executive administrative experience supporting senior executives in financial services, wealth management, or a large corporate environment.
Demonstrated experience supporting executive leadership teams and managing confidential business matters.
Strong project management skills with the ability to coordinate multiple initiatives simultaneously.
Advanced proficiency in Microsoft Outlook, Word, Excel, PowerPoint, Teams, Concur, and other productivity tools.
Experience coordinating recruiting, onboarding, employee transitions, and workforce planning activities.
Experience planning large meetings, conferences, training programs, and leadership events.
Strong understanding of expense management, procurement, invoice processing, and administrative controls.
Exceptional written and verbal communication skills.
Strong attention to detail with excellent organizational and follow-up skills.
Ability to work independently, anticipate needs, and exercise sound judgment.
Professional presence with the ability to interact effectively with senior executives and stakeholders at all levels.

Nice To Haves

Highly proactive and solutions-oriented.
Trusted partner to senior leadership.
Able to balance strategic support with hands-on execution.
Strong relationship builder and collaborator.
Calm under pressure and comfortable managing competing priorities.
Takes ownership and consistently delivers high-quality outcomes.

Responsibilities

Provide executive-level administrative support to the Market Executive, Associate Market Executive, Market Administrative Officer, and South Market leadership team.
Manage complex calendars, leadership meetings, conference calls, travel arrangements, and market events across multiple locations.
Coordinate domestic travel, meeting logistics, catering, conference facilities, and executive itineraries.
Manage expense and concur reimbursement submission for Market Executive.
Lead planning and execution of market conferences, leadership meetings, Team Associate Summits, community engagement activities, and employee events.
Prepare executive presentations, training materials, meeting workbooks, reports, briefing documents, and communication packages.
Partner with Human Resources, Recruiting, Technology, and Market Leadership to manage hiring, onboarding, recruiter transitions, job requisitions, and workforce planning initiatives.
Coordinate onboarding activities for new hires, ensuring timely completion of HR requirements, system access, entitlement setup, workspace readiness, and first-day experiences.
Manage market administration processes including invoices, sponsorship requests, business expenses, vendor coordination, procurement activities, and office operations.
Support branch and market operational initiatives including access management, shared-drive administration, business card and stationery ordering, branding requests, and technology coordination.
Develop and maintain relationships with internal stakeholders, external partners, vendors, and senior leaders across the organization.
Draft professional communications, coordinate leadership messaging, and support market-wide engagement and recognition programs.