Executive Assistant & Office Coordinator

Your role

The Executive Assistant & Office Coordinator is critical to ensuring the effective coordination of executive priorities and day-to-day office operations. The position requires strong organizational skills, discretion, and the ability to manage multiple priorities in a fast-paced, executive-facing environment.

This is an in-office role based in the Salt Lake City headquarters and requires regular on-site presence to support business and leadership needs.

Key Responsibilities:

Office Operations & Coordination
• Serve as a key operational contact for the UBS Bank USA Salt Lake City headquarters office.
• Coordinate office operations, including visitor management, seating arrangements, executive meeting logistics, and general administrative support.
• Partner with Facilities, Security, and the Salt Lake City management team to ensure smooth and efficient office operations.
• Support broader office management activities, including oversight of supplies, equipment, and workspace organization.

Executive & Governance Support
• Provide administrative support to the Head of Governance, including calendar management, meeting preparation, and coordination of priorities.
• Coordinate management committee and governance-related meetings, including scheduling, attendee tracking, materials preparation, and logistics, as needed.

Meetings, Events & Executive Engagement
• Assist in planning and coordinating onsite leadership meetings, town halls, and executive visits.
• Provide on-site support for the visiting senior executives (CEO, President), ensuring a seamless experience during visits to Salt Lake City.

Administrative & Operational Support
• Manage procurement requests, including approval and coordination of office supplies and equipment purchasing.
• Coordinate travel arrangements and expense reporting for the Head of Governance.
• Maintain and administer filing systems (electronic and manual), ensuring accuracy, accessibility, and compliance with organizational policies.
• Handle incoming communications, including calls and mail, with professionalism and discretion.
Perform and coordinate routine and specialized administrative tasks as needed to support business priorities

Join us

At UBS, we know that it's our people, with their diverse skills, experiences and backgrounds, who drive our ongoing success. We’re dedicated to our craft and passionate about putting our people first, with new challenges, a supportive team, opportunities to grow and flexible working options when possible. Our inclusive culture brings out the best in our employees, wherever they are on their career journey. And we use artificial intelligence (AI) to work smarter and more efficiently. We also recognize that great work is never done alone. That’s why collaboration is at the heart of everything we do. Because together, we’re more than ourselves.
We’re committed to disability inclusion and if you need reasonable accommodation/adjustments throughout our recruitment process, you can always contact us.

Your team

The Executive Assistant & Office Coordinator provides high-level administrative and operational support to the Head of Governance for UBS Bank USA, within the Office of the President. This is an in-office role based in the Salt Lake City headquarters and requires regular on-site presence to support business and leadership needs.

Your expertise

• Bachelor’s degree preferred.
• Ideally 5+ years of administrative or executive support experience, preferably in a financial services or corporate environment.
• Advanced proficiency in Microsoft Office Suite, with strong PowerPoint skills required.
• Exceptional organizational and time management skills, with strong attention to detail.
• Proven ability to manage multiple priorities, work under pressure, and meet deadlines.
• Strong problem-solving skills with the ability to proactively identify issues and implement solutions.
• Demonstrated initiative and ability to work independently with minimal supervision.
• High level of discretion, professionalism, and sound judgment in handling confidential information.
• Excellent interpersonal and communication skills, with a collaborative and positive team-oriented mindset.

About us

UBS is a leading and truly global wealth manager and the leading universal bank in Switzerland. We also provide diversified asset management solutions and focused investment banking capabilities. Headquartered in Zurich, Switzerland, UBS is present in more than 50 markets around the globe.
We know that great work is never done alone. That’s why we place collaboration at the heart of everything we do. Because together, we’re more than ourselves. Want to find out more? Visit ubs.com/careers.