Administrative Assistant

The Administrative Support professional will provide high-level administrative assistance within the Private Bank Assistants team in a fast-paced, team-oriented environment. This role requires flexibility, exceptional organizational skills, discretion, and the ability to support multiple stakeholders while maintaining the highest standards of professionalism, confidentiality, and compliance.

• Provide comprehensive administrative support across varying teams, offering coverage and flexibility as business needs require.
• Proactively manage complex calendars across multiple time zones, prioritizing meeting requests and coordinating internal and external meetings.
• Arrange and manage complex phone, video, and in-person meetings, ensuring seamless coordination and execution.
• Handle a high volume of incoming phone calls, delivering professional communication and accurately recording detailed messages for senior leaders and clients.
• Coordinate domestic and international travel arrangements, including visa procurement, and process expense reports and related invoices in a timely manner.
• Organize on-site and off-site meetings, including conference room bookings, catering coordination, guest registration, and preparation of meeting materials.
• Perform general administrative duties such as phone coverage, time entry, copying, scanning, filing, mailing, archiving, and ad-hoc project support.
• Manage highly confidential and sensitive client and business information with discretion and sound judgment.
• Act as an integral team member by maintaining awareness of current priorities, deadlines, and support requirements.
• Ensure adherence to compliance regulations and obtain required approvals in alignment with firm policies.

• Proven experience as an Administrative Assistant supporting executives in a complex, fast-paced environment; financial services, private sector, or government experience preferred.
• Demonstrated ability to exercise sound judgment and discretion when handling confidential and sensitive information.
• Strong interpersonal and teamwork skills with the ability to collaborate effectively across local and global teams.
• Ability to remain calm under pressure while managing multiple priorities efficiently and accurately.
• Excellent written and verbal communication skills with a consistently professional demeanor.
• Exceptional attention to detail and organizational skills with strong task-prioritization abilities.
• Quick learner and self-starter with strong anticipation and follow-up skills.
• Proactive problem solver with the ability to think independently and take initiative.
• High level of integrity, professionalism, and diplomacy.
• Strong proficiency in Microsoft Word, Excel, PowerPoint, Outlook, and Zoom.
• Familiarity with expense management platforms such as SAP Concur.
• Supportive team player with a positive, flexible attitude.