Executive Assistant

Join a high-performing Private Bank team where your support helps drive a seamless experience for colleagues and stakeholders. You'll play a critical role in keeping priorities moving and ensuring day-to-day operations run smoothly. If you enjoy ownership, variety, and working in a fast-paced environment, this role offers an exciting opportunity to make an impact.

As an Executive Assistant in the International Private Bank, you will provide dedicated support to a Team Lead and their stakeholders. You will help us stay organized and effective by managing priorities, coordinating logistics, and supporting day-to-day operations. We are looking for someone who exercises sound judgment, handles sensitive information with discretion, and takes a proactive, solutions-oriented approach in a fast-paced environment.

Office Requirement: This role is in-office five days per week.

Job Responsibilities

• Manage complex, high-volume calendars, acting as a gatekeeper and primary point of contact for scheduling requests and enquiries.
• Coordinate internal and external meetings, including conference room bookings, videoconference logistics, agendas, attendees, and catering when required.
• Arrange and oversee complex domestic and international travel, including itineraries, changes, and related logistics.
• Monitor and escalate incoming issues and concerns, ensuring deadlines and deliverables are met and stakeholders are kept informed.
• Produce high-quality written communications, including emails, messages, and correspondence for individuals at all levels of the organization.
• Manage technology requests through internal systems and follow up through completion.
• Support onboarding activities for new employees, coordinating access, equipment, and key set-up requirements.
• Process invoices and travel and expense claims, ensuring compliance with firm policies and submission requirements.
• Serve as a point of contact for policy and process-related questions.
• Provide ad hoc coverage for other Executive Assistants as needed.

Required Qualifications, Capabilities, and Skills

• Experience providing executive-level administrative support in a fast-paced environment.
• Strong organizational skills with the ability to manage multiple priorities while maintaining exceptional attention to detail.
• Excellent interpersonal skills with the ability to build effective working relationships across levels and functions.
• Strong written and verbal communication skills with confidence interacting with senior stakeholders.
• Demonstrated ability to prioritize multiple tasks, anticipate needs, and adapt to changing priorities.
• Ability to handle confidential information with discretion and sound judgment.
• Proven ability to remain calm under pressure while delivering a high level of service.
• Proficiency in Microsoft Office applications and Concur.

Preferred Qualifications, Capabilities, and Skills

• Experience supporting senior leaders within financial services or professional services.
• Experience coordinating international travel and complex meeting logistics.
• Familiarity with employee onboarding processes and expense management systems.
• Experience working in a high-volume, deadline-driven environment.
• Ability to identify process improvements and implement effective administrative solutions.