Executive Administrative Assistant

Become an integral part of the Commercial and Investment Bank Quantitative Trading and Research group. Be part of a results-oriented team with a strong focus on accuracy, attention to detail, and quality.

As an Executive Administrative Assistant, you will be responsible for a variety of administrative functions in support of Quantitative Trading Research. The role requires a customer-oriented mindset, an ownership approach to all tasks, a proactive approach to problem-solving, and the ability to effectively multitask and prioritize. In this role you will need to work well in a team environment, represent the group with professional courtesy and acumen, and deliver flawless work output.

Job Responsibilities

• Proactively manage multiple calendars, including scheduling internal and external meetings and aligning across multiple stakeholders; coordinate preparation and distribution of meeting materials
• Coordinate recruitment logistics, including scheduling interviews, managing candidate communications, and ensuring a seamless interview experience.
• Help plan, organize, and execute internal events, including town halls, off-sites, and team activities.
• Coordinate domestic and international travel arrangements, including logistics and itinerary management.
• Prepare and submit expense reports accurately and on time, ensuring adherence to company policies and guidelines.
• Partner closely with the administrative team to ensure seamless coverage, knowledge sharing, and consistent support.
• Provide proactive support for overflow work, ad hoc requests, and special projects.

Required qualifications, capabilities and skills

• At least five years of administrative experience supporting at the Managing Director level (or equivalent).
• Strong interpersonal, written, and verbal communication skills.
• Advanced organizational skills.
• Tech-savvy, with the ability to leverage AI applications and tools to drive efficiency, streamline processes, and automate routine tasks where appropriate.
• Ability to manage responsibilities independently, anticipate needs, and communicate potential issues proactively; demonstrates sound judgment and a sense of urgency in handling high-volume scheduling demands.
• Team-oriented, with a strong commitment to collaboration and continuity of coverage.
• Strong proficiency in the Microsoft Office Suite.

Preferred qualifications, capabilities, and skills

• College degree preferred.

Note: This role requires five days in the office (Mon-Fri) and will not support Hybrid option