Executive Administrative Assistant

Talentify; Chicago (IL); On-site; USD 60,000 - 85,000; Full time

Job summary

Talentify is seeking an Executive Administrative Assistant for Global Banking to support one or more leaders with calendars, travel, expenses, meetings, and day-to-day logistics. You will use sound judgment and strong organization to deliver reliable support that allows leaders to focus on business and client priorities.

In this role, you will manage complex calendars, coordinate domestic and international travel, prepare expense reports, and support meetings and client visits while maintaining

Qualifications

• At least three years of administrative support experience in a fast-paced professional environment.
• Strong organizational and time-management skills, with the ability to work independently, manage competing priorities, and adapt to change.
• Experience managing complex calendars and coordinating domestic or international travel.
• Clear and professional written and verbal communication skills, with a strong service orientation.
• Sound judgment, discretion, and problem-solving skills, including the ability to recognize when escalation is appropriate.
• Proficiency with Microsoft 365 and the ability to learn and apply new technologies and approved firm tools.
• Comfort using approved artificial intelligence and large language model tools to draft, summarize, organize information, and streamline routine tasks, while verifying outputs and complying with confidentiality, data privacy, and firm policies.

Responsibilities

• Manage complex calendars, prioritize meeting requests, resolve routine conflicts, and escalate sensitive or higher-risk matters appropriately.
• Coordinate domestic and international travel, including detailed itineraries, required documentation, and timely adjustments when plans change.
• Prepare and process expense reports accurately and promptly, resolve exceptions, and follow applicable firm policies and guidelines.
• Coordinate meetings and client visits, including agendas, materials, attendee information, conference rooms, catering, technology, and follow-up items.
• Partner with leaders and key stakeholders to understand priorities, maintain documents, and support timely completion of administrative deliverables.
• Support employee engagement activities, team recognition, local events, and other initiatives that contribute to an inclusive and connected workplace.
• Provide physical site support for local office requirements including phone coverage, assistance with new hire integration, facilities maintenance, ordering and stocking supplies, floor access, presence at local events, greeting clients and guests and escorting them throughout the location, food orders/set up and takedown of conference rooms, always ensuring superior client service.
• Collaborate with administrative colleagues to provide seamless backup coverage and continuity of support during absences and periods of increased demand.
• Identify practical opportunities to simplify administrative processes, reduce rework, and improve service using Microsoft 365 and other approved firm tools.
• Handle confidential information with discretion and perform responsibilities in accordance with firm policies, data-handling requirements, expense guidelines, and internal controls.

Skills

Administrative support

Calendar management

Microsoft 365

Communication skills

Discretion & judgment

AI tools familiarity

Job description

Join a team of administrative professionals who help Global Banking leaders operate effectively. You will build trusted partnerships, anticipate routine needs, and deliver reliable support that enables leaders and teams to focus on business and client priorities.

As an Executive Administrative Assistant in Global Banking, you will support one or more leaders by managing calendars, travel, expenses, meetings, events, and day-to-day logistics. You will use sound judgment, strong organization, and approved technology to resolve routine issues, maintain continuity of support, and create an excellent experience for colleagues, clients, and visitors.

Job responsibilities

• Manage complex calendars, prioritize meeting requests, resolve routine conflicts, and escalate sensitive or higher-risk matters appropriately.
• Coordinate domestic and international travel, including detailed itineraries, required documentation, and timely adjustments when plans change.
• Prepare and process expense reports accurately and promptly, resolve exceptions, and follow applicable firm policies and guidelines.
• Coordinate meetings and client visits, including agendas, materials, attendee information, conference rooms, catering, technology, and follow-up items.
• Partner with leaders and key stakeholders to understand priorities, maintain documents, and support timely completion of administrative deliverables.
• Support employee engagement activities, team recognition, local events, and other initiatives that contribute to an inclusive and connected workplace.
• Provide physical site support for local office requirements including phone coverage, assistance with new hire integration, facilities maintenance, ordering and stocking supplies, floor access, presence at local events, greeting clients and guests and escorting them throughout the location, food orders/set up and takedown of conference rooms, always ensuring superior client service
• Collaborate with administrative colleagues to provide seamless backup coverage and continuity of support during absences and periods of increased demand.
• Identify practical opportunities to simplify administrative processes, reduce rework, and improve service using Microsoft 365 and other approved firm tools.
• Handle confidential information with discretion and perform responsibilities in accordance with firm policies, data-handling requirements, expense guidelines, and internal controls.

Required qualifications, capabilities, and skills

• At least three years of administrative support experience in a fast-paced professional environment.
• Strong organizational and time-management skills, with the ability to work independently, manage competing priorities, and adapt to change.
• Experience managing complex calendars and coordinating domestic or international travel.
• Clear and professional written and verbal communication skills, with a strong service orientation.
• Sound judgment, discretion, and problem-solving skills, including the ability to recognize when escalation is appropriate.
• Proficiency with Microsoft 365 and the ability to learn and apply new technologies and approved firm tools.
• Comfort using approved artificial intelligence and large language model tools to draft, summarize, organize information, and streamline routine tasks, while verifying outputs and complying with confidentiality, data privacy, and firm policies.

Preferred qualifications, capabilities, and skills

• Administrative experience in financial services, a client-facing environment, or another highly regulated industry.
• Experience supporting multiple leaders or teams with changing priorities.
• Experience coordinating events, client visits, or employee engagement activities.
• Experience with travel, expense, collaboration, or presentation tools used in a large corporate environment.

Work arrangement

This role requires working in the office five days per week, Monday through Friday, and is not eligible for a hybrid schedule. Regular onsite presence is an essential part of the role given the hands-on office, meeting, event, client, and site-support responsibilities.