Executive Team Assistant

Your role

Are you a highly organized professional who thrives in a fast-paced environment? Do you enjoy partnering with senior leaders, managing complex priorities, and creating seamless experiences for employees and stakeholders? Are you someone who can anticipate needs, solve problems proactively, and drive execution across a large, geographically dispersed business?

We're looking for an experienced Executive Assistant to:

• Provide executive-level administrative support to the Market Executive, Associate Market Executive, Market Administrative Officer, and South Market leadership team.
• Manage complex calendars, leadership meetings, conference calls, travel arrangements, and market events across multiple locations.
• Coordinate domestic travel, meeting logistics, catering, conference facilities, and executive itineraries.
• Manage expense and concur reimbursement submission for Market Executive.
• Lead planning and execution of market conferences, leadership meetings, Team Associate Summits, community engagement activities, and employee events.
• Prepare executive presentations, training materials, meeting workbooks, reports, briefing documents, and communication packages.
• Partner with Human Resources, Recruiting, Technology, and Market Leadership to manage hiring, onboarding, recruiter transitions, job requisitions, and workforce planning initiatives.
• Coordinate onboarding activities for new hires, ensuring timely completion of HR requirements, system access, entitlement setup, workspace readiness, and first-day experiences.
• Manage market administration processes including invoices, sponsorship requests, business expenses, vendor coordination, procurement activities, and office operations.
• Support branch and market operational initiatives including access management, shared-drive administration, business card and stationery ordering, branding requests, and technology coordination.
• Develop and maintain relationships with internal stakeholders, external partners, vendors, and senior leaders across the organization.
• Draft professional communications, coordinate leadership messaging, and support market-wide engagement and recognition programs.

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

You'll be working within the South Market leadership team supporting the Market Executive and senior market leadership across multiple branch locations throughout the region. The South Market leadership structure includes Market Directors, Administrative Officers, Executive Team Assistants, and operational partners who collectively support business growth, employee engagement, recruiting, client experience, operational excellence, and strategic market initiatives.
As an Executive Assistant, you'll play a critical role in ensuring leadership effectiveness, driving operational efficiency, supporting business expansion, and delivering a best-in-class employee and client experience across the South Market.

Your expertise

• 5-10+ years of executive administrative experience supporting senior executives in financial services, wealth management, or a large corporate environment.
• Demonstrated experience supporting executive leadership teams and managing confidential business matters.
• Strong project management skills with the ability to coordinate multiple initiatives simultaneously.
• Advanced proficiency in Microsoft Outlook, Word, Excel, PowerPoint, Teams, Concur, and other productivity tools.
• Experience coordinating recruiting, onboarding, employee transitions, and workforce planning activities.
• Experience planning large meetings, conferences, training programs, and leadership events.
• Strong understanding of expense management, procurement, invoice processing, and administrative controls.
• Exceptional written and verbal communication skills.
• Strong attention to detail with excellent organizational and follow-up skills.
• Ability to work independently, anticipate needs, and exercise sound judgment.
• Professional presence with the ability to interact effectively with senior executives and stakeholders at all levels.

What makes you successful
• Highly proactive and solutions-oriented.
• Trusted partner to senior leadership.
• Able to balance strategic support with hands-on execution.
• Strong relationship builder and collaborator.
• Calm under pressure and comfortable managing competing priorities.
• Takes ownership and consistently delivers high-quality outcomes.

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.