Executive Administrative Assistant

Russell Tobin; Menlo Park (CA); Hybrid; USD 65,000 - 90,000; Full time

Benefits offered by this job

Healthcare coverage

401(k) retirement savings

Life & disability insurance

Job summary

Russell Tobin is seeking an Administrative Manager in Menlo Park, CA. The role involves managing complex calendars, coordinating client meetings, travel, and expenses, and acting as a liaison between IT, HR, and banking teams.

The position reports to Administrative Manager, with standard hours and a pathway to perm for successful consultants. Strong organizational, communication, and multitasking skills are essential.

Qualifications

• Minimum of 3 years of experience within financial services preferred.
• Familiarity with Concur and travel/expenses management.
• Exceptional interpersonal and written/verbal communication skills.
• Positive, professional attitude; works well under pressure.

Responsibilities

• Manage complex calendar(s) via Outlook and confirm meetings.
• Schedule meetings with clients and coordinate details (availability, catering, registration, rooms, video).
• Coordinate domestic and international travel (flights, hotels, ground transport).
• Process and maintain business expenses; obtain receipts and reimbursements.

Skills

Calendar management

Outlook expertise

Travel coordination

Communication skills

Multitasking

Team player

Attention to detail

Tools

Concur

Salesforce

OneBanker

BoardEx

Job description

Start date: 3 months convert to perm if the consultant is successful

Work Schedule:

In the office four days a week. One remote day a week, which is typically on Friday.

Responsibilities

• Manage complex calendar(s) via Outlook. Confirm internal and external meetings.
• Schedule meetings with clients and coordinate details such as varied availability, catering needs, guest registration, conference rooms, and video connectivity if applicable.
• Coordinate domestic and int’l travel including flights, hotels, and ground transportation.
• Process, submit and maintain business expenses while following strict adherence to policies. Follow up with appropriate areas for receipts and reimbursement status.
• Function as gatekeeper. Answer phone lines, screen calls, and deliver detailed messages.
• Administer client data in salesforce database (OneBanker and BoardEx)
• Assist with communications amongst management and banking division.
• Participate in business unit projects as assigned by management.
• Partner with administrative team; provide back up as needed.
• Oversee general office needs such as ordering supplies and mail distribution.
• Serve as liaison between IT department and business unit for onboarding new hires and troubleshooting purposes.

Requirements

• Minimum of 3 years of experience within financial services a plus
• Familiarity with Concur, prior experiences with managing travel and expenses.
• Exceptional interpersonal and written / verbal communication skills.
• Positive, consistent professional attitude. Works well under pressure.
• Ability to multitask, prioritize, and respond timely in a dynamic environment.
• Attentive to details, extremely organized.
• Adapts well to change, keen sense of urgency, practices conflict resolution.
• Eager to assist with duties and take initiative when called upon on last minute’s notice.
• Team-player – willingness to assist others and collaborate with bankers, IT, HR, etc.

Reports to

Administrative Manager

Hours

8:30 a.m. to 5:00 p.m.

We are a premier investment and corporate bank dedicated to delivering innovative capital markets and advisory solutions to corporations, institutional investors and private equity clients. Our deep industry expertise, value-added ideas and best-in-class execution have made us a trusted partner to our clients

Russell Tobin offers eligible employee’s comprehensive healthcare coverage (medical, dental, and vision plans), supplemental coverage (accident insurance, critical illness insurance and hospital indemnity), 401(k)-retirement savings, life & disability insurance, an employee assistance program, legal support, auto, home insurance, pet insurance and employee discounts with preferred vendors.

Russell Tobin is an equal opportunity employer. We do not discriminate on the basis of the race, religious creed, color, national origin, ancestry, physical disability, mental disability, reproductive health decision making, medical condition, genetic information, marital status, sex, gender, gender identity, gender expression, age, sexual orientation, veteran or military status, or any other characteristic protected by applicable federal, state, or local law.

Russell Tobin is a Fair Chance employer. We consider all qualified applicants, including those with criminal histories, in a manner consistent with applicable state and local Fair Chance laws and ordinances, including, the California Fair Chance Act and all applicable local Fair Chance ordinances.

Accommodations

We are committed to providing reasonable accommodations to applicants and employees with disabilities. If you require a reasonable accommodation to participate in the application or interview process, or to perform the essential functions of this role, please contact us.

Only applicable for San Francisco Candidates: Under the San Francisco Lactation in the Workplace Ordinance, we will provide written notice of lactation accommodation rights, and this notice will automatically be given upon hiring, any inquiry of parental leave or lactation accommodation.