Job Description

We are seeking an experienced Executive Assistant / Senior Administrative Professional with a strong background supporting senior leadership teams within Investment Banking, Capital Markets, or other fast-paced corporate environments. The successful candidate will provide high-level administrative, operational, and coordination support to senior executives and business leaders while ensuring seamless day-to-day operations across the team.

This role is ideal for a proactive, highly organized professional who thrives in dynamic environments, exercises sound judgment, and is capable of managing multiple competing priorities with professionalism and discretion.

Location: New York, NY (Hybrid – 4 days onsite, remote Fridays)
Contract Length: 12 Months (Extension or FTE Conversion Possible)
Hours: Variable schedule, typically between 8:30 AM – 6:00 PM EST

Pay: $32.18/hr W2
RESPONSIBILITIES

• Provide senior-level administrative and operational support to executives and large, diverse business teams within a fast-paced Investment Banking environment.
• Manage complex executive calendars, meeting coordination, conference room bookings, and logistics to support efficient business operations.
• Coordinate department meetings, team events, offsites, and other business functions from planning through execution.
• Prepare, edit, and distribute professional communications, presentations, reports, and other business documentation.
• Gather, organize, and format information into recurring and ad hoc reports, dashboards, and tracking documents.
• Process invoices, expense claims, and departmental financial documentation while ensuring compliance with internal policies and vendor agreements.
• Coordinate travel arrangements including flights, accommodations, itineraries, and related logistics for executives and team members.
• Maintain filing systems, records management processes, and operational documentation in both digital and physical formats.
• Track budgets, monitor expenses, and support reporting activities related to departmental spending and operational planning.
• Liaise with internal business partners, vendors, facilities teams, and external stakeholders to support office operations and business continuity.
• Support onboarding, offboarding, office moves, equipment coordination, and workplace logistics for employees and contractors.
• Maintain inventory and coordinate ordering of office supplies and operational resources.
• Track employee schedules, vacation calendars, overtime, and staffing availability in alignment with organizational guidelines.
• Coordinate staff training logistics including scheduling, registrations, confirmations, and cancellations.
• Provide guidance and mentorship to junior administrative staff to support operational consistency and capability development.
• Identify opportunities to improve administrative workflows, operational processes, and team efficiencies.
• Exercise strong judgment, discretion, and problem-solving skills while managing confidential and time-sensitive information.

QUALIFICATIONS

• 5–7+ years of progressive experience in executive administration, senior administrative support, or business operations support roles.
• Experience supporting senior leaders and large teams within Investment Banking, Financial Services, Capital Markets, or similarly fast-paced corporate environments.
• Strong organizational and multitasking abilities with the capability to manage shifting priorities and deadlines effectively.
• Exceptional verbal and written communication skills with the ability to interact professionally with executives, stakeholders, and external partners.
• Demonstrated experience coordinating executive calendars, travel arrangements, meetings, and departmental events.
• Strong attention to detail and ability to maintain accuracy across reporting, documentation, and financial tracking activities.
• Experience processing invoices, expense reporting, budget tracking, and operational administrative functions.
• Strong analytical and problem-solving skills with the ability to identify issues and implement practical solutions.
• Proficiency with Microsoft Office Suite including Outlook, Excel, Word, PowerPoint, and Teams.
• Ability to handle confidential information with professionalism, discretion, and sound judgment.
• Strong interpersonal and collaboration skills with the ability to build relationships across multiple business groups.
• Ability to work independently in a high-volume, deadline-driven environment with minimal supervision.

Preferred

• Experience within large enterprise financial institutions or regulated corporate environments.
• Exposure to executive-level stakeholder management and cross-functional coordination.
• Experience supporting hybrid and in-office operational environments.
• Knowledge of internal expense management, reporting, and administrative workflow tools.
• Previous experience mentoring or supporting junior administrative staff.

Education

• Post-secondary degree or diploma in Business Administration, Communications, Office Administration, or related discipline preferred.

We are an equal opportunity employer and value diversity at our company. We do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, disability status, or other non-merit factor. We are committed to creating a diverse and inclusive environment for all employees.