Executive Administrative Assistant

Talentify; Miami (FL); On-site; USD 50,000 - 70,000; Full time

Job summary

Talentify is seeking an Executive Administrative Assistant to support Global Banking leaders in Miami. You will manage calendars, travel, expenses, meetings, events, and day-to-day logistics with sound judgment and discretion, enabling leaders to focus on business priorities.

This role requires five days in the office, strong organizational skills, and proficiency with Microsoft 365 to draft, summarize, and organize information while maintaining confidentiality and delivering a superior client

Qualifications

• Minimum of 3 years of administrative support in a fast-paced professional environment.
• Strong organizational and time-management skills with ability to work independently and manage competing priorities.
• Experience managing complex calendars and coordinating domestic or international travel.
• Clear and professional written and verbal communication with a strong service orientation.
• Sound judgment, discretion, and problem-solving skills including escalation when appropriate.
• Proficiency with Microsoft 365 and ability to learn new tools used by the firm.
• Comfort with using AI tools to draft, summarize, organize information and streamline tasks while maintaining confidentiality.

Responsibilities

• Manage complex calendars, prioritize meeting requests, resolve routine conflicts, and handle higher-risk matters appropriately.
• Coordinate domestic and international travel with detailed itineraries and documentation.
• Prepare and process expense reports accurately and promptly.
• Coordinate meetings and client visits, including agendas, materials, attendees, rooms, catering, tech, and follow-ups.
• Collaborate with leaders and stakeholders to understand priorities and support timely deliverables.
• Support employee engagement activities, team recognition, and local events to foster an inclusive workplace.
• Provide physical site support including phone coverage, new hire integration help, facilities upkeep, and guest reception.
• Work with colleagues to ensure backup coverage during absences and peak periods.

Skills

Administrative support

Calendar management

Travel coordination

Microsoft 365

Communication skills

Discretion & judgment

AI tools familiarity

Tools

Microsoft 365

AI tools

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.
Deliver high-quality executive support that helps leaders and teams operate efficiently in a fast-paced environment.

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 accelerate 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.

Note: This role requires five days in the office (Mon-Fri) and will not support Hybrid options.