Executive Assistant Jobs in New York, NY

About The Position

Requirements

• Post-secondary training in business administration or an equivalent combination of education and related experience.
• At least 5 to 7 years of experience in a business administration support function.
• Extensive experience managing expenses.
• Strong technical skills and knowledge of MS Office 2010.
• Excellent coordination, organizational, time-management, and work-prioritization skills.
• Attention to detail, resourcefulness, and accountability in follow-up.
• Proactive problem-solving skills and the ability to work independently and make decisions.
• Clear, articulate, and concise oral and written communication skills, including the ability to communicate with all organizational levels.
• Flexibility, tolerance for change, and ability to learn quickly.
• Ability to handle sensitive materials under pressure from last-minute deadlines.

Nice To Haves

• Experience in the financial services industry is preferred.

Responsibilities

• Provide confidential administrative support to at least five senior executives and six junior staff concurrently.
• Prepare and submit monthly expense reports, compile receipts, ensure correct client coding, and follow up on outstanding Accounts Payable items.
• Prepare invoices and submit them to Accounts Payable for processing.
• Prioritize client-facing work while managing competing internal business demands.
• Manage calendars and create productive schedules, anticipate conflicts, and propose alternative solutions.
• Coordinate complex domestic and international travel using bank-supported booking portals and approval systems; submit travel pre-approvals and arrange travel.
• Plan meetings and events, manage meeting logistics including invitations, technology, and catering, and assist with document preparation.
• Maintain up-to-date client information in Salesforce.
• Answer phones and take messages as appropriate.
• Assess administrative outcomes to inform future support.
• Promote a customer-focused culture, monitor adherence to policies, and escalate matters as required.
• Provide input into the development and improvement of processes and procedures.
• Understand and follow globally implemented administrative policies.
• Guide and mentor junior members of the Admin Team.
• Use judgment and expertise to identify, resolve, and escalate day-to-day administrative support issues.
• Build business relationships by providing courteous and efficient assistance to internal and external clients.
• Support effective operations and maintain adequate day-to-day business controls addressing operational risk, regulatory compliance, AML/ATF, and conduct risk obligations.
• Contribute to an inclusive, high-performance environment and support people strategy, communication, succession, and development planning.
• Perform other duties as required.

Benefits

• Flexible benefit programs supporting family, financial, physical, mental, and social health needs.