Executive Assistant Finance

Russell Tobin; New York (NY); On-site; USD 90,000 - 100,000; Full time

Job summary

Russell Tobin is seeking an experienced Executive Administrative Assistant to support the senior leadership team of the Real Assets division in a full-time, in-office capacity.

The role requires exceptional organizational and communication skills, with a strong emphasis on discretion and professional judgment to liaise between executives and stakeholders. The position offers a competitive salary of $90,000–$100,000, commensurate with experience.

Qualifications

• 8+ years of Executive Administrative Assistant experience, preferably in finance or investment management.
• Exceptional organizational and multitasking abilities.
• Excellent written, verbal, and interpersonal communication skills.
• Ability to work independently and proactively, while also being a strong team player.
• Strong sense of urgency and ability to prioritize tasks and follow up effectively.
• Proven discretion in handling sensitive and confidential information.
• Advanced proficiency in Microsoft 365 (Outlook, Word, Excel, PowerPoint) and familiarity with Concur.

Responsibilities

• Calendar & scheduling management for senior leadership, coordinating complex calendars and arranging meetings.
• Domestic/intl travel arrangements including itineraries, visas, and expenses.
• Expense processing and management including vendor payments.
• Telephone coverage and professional handling of inquiries for executives.
• Maintain confidentiality and discreet handling of sensitive information.
• General admin support and preparation of meeting materials, supplies, and mail.
• Event coordination and support for ad hoc projects.

Skills

Calendar management

Travel coordination

Expense management

Verbal and written communication

Discretion and confidentiality

Organizational multitasking

Tools

Microsoft 365

Concur

Job description

Our client, a leading global investment management firm, is seeking an experienced Executive Administrative Assistant to support the senior leadership team of its Real Assets division. This group is one of the major players in real assets investing, managing tens of billions in investable capital across private real estate, infrastructure, and real asset credit strategies, with a presence across offices in the U.S., Europe, and Asia.

This is an in-office role - 5 days per week (M-F)

1:1 Support

Compensation: $90,000–$100,000, commensurate with experience

Role Overview

Our client is looking for a polished, proactive Executive Administrative Assistant who can provide strong end-to-end administrative support to senior leadership. This role requires exceptional organizational and communication skills, sound commercial judgment, professionalism, discretion, and the ability to act as an effective liaison between executives and various stakeholders.

Key Responsibilities

• Calendar & Scheduling Management – Coordinate complex calendars, communicate and correspond with internal/external participants, schedule conference rooms or external venues, address technology needs, and handle catering arrangements as needed. Requires professional judgment with internal and external contacts, effective navigation of the organization, and the ability to re-prioritize meetings as needed.
• Domestic/International Travel Arrangements – Develop detailed itineraries, manage visa requirements, and address other travel and logistics needs, including expense tracking.
• Expense Processing & Management – Prepare, submit, and monitor expense reports and vendor payments for team members.
• Telephone Coverage for Executives – Handle calls and emails professionally, respond to inquiries, route calls, and take detailed messages.
• Confidential Information Handling – Maintain strict confidentiality and exercise discretion in sensitive matters.
• General Administrative Support – Manage technology requests, prepare meeting materials, oversee supplies, coordinate equipment needs, review and distribute incoming mail, and maintain a fully functioning work area.
• Event Coordination – Support ad hoc business events and special projects as needed.

Required Qualifications

• 8+ years of relevant Executive Administrative Assistant experience, preferably within the finance or investment management industry
• Exceptional organizational and multitasking abilities
• Excellent written, verbal, and interpersonal communication skills
• Ability to work independently and proactively, while also being a strong team player
• Strong sense of urgency and ability to prioritize tasks and follow up effectively
• Sound judgment, attention to detail, and accountability
• Positive, can-do attitude with willingness to take on ad hoc projects
• Proven discretion in handling sensitive and confidential information
• Advanced proficiency in Microsoft 365 (Outlook, Word, Excel, PowerPoint) and familiarity with corporate expense/travel tools (e.g., Concur)