Administrative Assistant

Willow Search Partners; New York (NY); Hybrid; USD 90,000 - 120,000; Full time

Job summary

A leading global financial services firm is seeking a highly organized Administrative Assistant to provide high-level support to senior leaders in its Investment Banking division. The role demands excellent calendar management, travel coordination, and communication skills, making it ideal for professionals with a proactive mindset and strong attention to detail. This opportunity allows you to join a high-performing team in a dynamic environment.

Qualifications

• 5+ years of experience as an executive assistant, ideally within investment banking.
• Proficiency in Microsoft Office Suite and Adobe PDF.
• Strong written and verbal communication skills.

Responsibilities

• Provide direct administrative support to 2–3 senior investment banking professionals.
• Manage complex and dynamic calendars using Microsoft Outlook.
• Plan and book domestic and international travel arrangements.

Skills

Time Management

Multitasking

Communication

Confidentiality

Tools

Microsoft Office Suite

Adobe PDF

Job description

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Willow Search Partners provided pay range

This range is provided by Willow Search Partners. Your actual pay will be based on your skills and experience — talk with your recruiter to learn more.

Base pay range

$90,000.00/yr - $120,000.00/yr

Additional compensation types

Annual Bonus

Direct message the job poster from Willow Search Partners

Co-Founder & Managing Partner of Willow Search Partners | Woman Owned Boutique HR Search Firm | Recruiter for HR Professionals | Former HR Leader

4 Days Onsite, 1 Day Remote

Our client, a leading global financial services firm is seeking a highly organized and professional Administrative Assistant to support senior leaders within its Investment Banking division. This role will provide high-level support to multiple Managing Directors and their junior team members, requiring excellent calendar management, travel coordination, and communication skills. The ideal candidate brings a proactive mindset, sharp attention to detail, and thrives in a dynamic, fast-paced environment.

Key Responsibilities:

Administrative & Executive Support

• Provide direct administrative support to 2–3 senior investment banking professionals and their teams
• Maintain calendars, schedule meetings, and manage logistics across time zones
• Prepare and submit expenses using internal systems (e.g., Concur)
• Maintain a high level of confidentiality and professionalism in all interactions
• Serve as a reliable backup for other executive assistants when needed

Meetings & Calendar Management

• Manage complex and dynamic calendars using Microsoft Outlook
• Schedule and coordinate meetings and calls, including cross-departmental sessions and client-facing events
• Book conference rooms and manage associated logistics including catering and A/V setup
• Organize recurring meetings and ensure agendas and objectives are clearly reflected in calendar entries

Travel Coordination

• Plan and book domestic and international travel arrangements in line with executive preferences
• Coordinate transportation, accommodations, and itineraries, working with both internal teams and external contacts
• Proactively address and resolve scheduling conflicts or last-minute changes

Telephone & Communication Support

• Professionally handle incoming calls, screen messages, and ensure timely follow-up
• Build strong relationships with internal and external stakeholders, including clients and their assistants
• Support team-wide communication and help streamline workflow and priorities

Qualifications:

• 5+ years of experience as an executive assistant, ideally within investment banking or professional services
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and Adobe PDF
• Strong time management and multitasking abilities
• Excellent written and verbal communication skills
• Discretion, sound judgment, and a “no task is too small” mindset
• Friendly, team-oriented attitude with a professional and polished presence

This is a great opportunity for a dedicated administrative professional to join a high-performing team in a prestigious and collaborative environment.

Seniority level

• Seniority level

  Entry level

Employment type

• Employment type

  Full-time

Job function

• Job function

  Administrative

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