Client Associate - Executive Assistant

UBS; New York (NY); On-site; USD 70,000 - 76,000; Full time

Job summary

UBS is seeking an Executive Assistant in New York to support operational needs for their wealth management team. This role involves managing calendars, coordinating travel, and overseeing marketing efforts, requiring a proactive and detail-oriented individual.

The ideal candidate will demonstrate excellent communication skills, a growth mindset, and the ability to enhance productivity while prioritizing client experiences.

Qualifications

• Excellent communication and organizational skills to drive efficiency and collaboration.
• Constantly seeks ways to streamline processes and enhance productivity.
• Embraces learning opportunities and drives professional development for self and team.
• Anticipates needs and acts with empathy and discretion.

Responsibilities

• Coordinate and maintain the team’s master calendar.
• Anticipate scheduling conflicts and proactively resolve them.
• Plan, coordinate, and execute travel arrangements for team members.
• Manage and update the team’s marketing materials.

Skills

Excellent communication and organizational skills

Relentless Optimization

Growth mindset

Thoughtfulness

Exceptional Client Experience

Entrepreneurial Mindset

Job description

Job Overview

The Executive Assistant (EA) serves as the operational backbone of the team, ensuring seamless execution of administrative, client-facing, and marketing initiatives. This role requires a proactive and detail-oriented professional who embodies our core values, relentless optimization, growth, thoughtfulness, exceptional client experience, and entrepreneurial mindset while supporting the team in delivering exceptional wealth management services.

Responsibilities and Duties

• Coordinate and maintain the team’s master calendar, ensuring efficient time allocation for internal priorities and client meetings.
• Anticipate scheduling conflicts and proactively resolve them.
• Manage the Building Security Submission for clients and guests.
• Inbox Monitoring & Communication.
• Monitor team Partner, Daniel Gerschel’s, inbox for time‑sensitive items and distribute actionable tasks to the appropriate team members.
• Monitor the team’s group inbox for time‑sensitive items and ensure appropriate team members are addressing them in a timely manner.
• Expense & Budget Administration.
• Process and submit business expenses in accordance with compliance and corporate policies.
• Track team budget allocations, identifying cost‑saving opportunities without compromising quality.
• Travel Coordination.
• Plan, coordinate, and execute travel coordination for team members to meet with clients across the country.
• Marketing & Digital Presence.
• Maintain and update the team’s marketing materials to ensure accuracy and alignment with brand standards.
• Oversee website and LinkedIn presence, posting timely updates and managing content calendars.
• Events & Engagement.
• Plan, coordinate, and execute client appreciation events from concept to completion.
• Organize team events such as dinners, drinks, and fun activities.
• Oversee the team’s licensing renewals, including life insurance licenses, certifications, and continuing education.
• Manage client gifting efforts, including year‑end holiday gifting, big life moments, and milestone birthdays.

Qualifications

• Excellent communication and organizational skills to drive efficiency and collaboration.
• Relentless Optimization – Constantly seeks ways to streamline processes and enhance productivity.
• Growth – Embraces learning opportunities and drives professional development for self and team.
• Thoughtful – Anticipates needs and acts with empathy and discretion.
• Exceptional Client Experience – Places client experience at the forefront of all actions.
• Entrepreneurial Mindset – Takes initiative, brings forward new ideas, and adapts quickly to change.

Compensation and Benefits

Indicative gross base salary range for a full‑time role in New York: $70,000 – $76,000 per annum.

Competitive benefits and variable compensation may also be available.

Location

New York

Equal Opportunity Employer

UBS is an Equal Opportunity Employer. We respect and seek to empower each individual and support the diverse cultures, perspectives, skills and experiences within our workforce.