Executive Desk Assistant: Travel & Calendar Coordination

UBS; New York (NY); On-site; USD 85,000 - 100,000; Full time

Job summary

UBS USA Research Desk Assistant provides administrative and secretarial support to research analysts, economists and strategists. The role involves coordinating travel, managing calendars, handling expenses, and supporting events across multiple offices in New York.

The ideal candidate has strong MS Office skills, experience in travel booking and expense reporting, and a professional, discreet approach in a fast-paced environment.

Qualifications

• Prior administrative, executive assistant, team assistant, or office coordination experience preferred.
• Strong proficiency with Microsoft Outlook, Teams, Excel, Word, and related business productivity tools.
• Experience with travel booking, expense reporting, meeting coordination, and office logistics strongly preferred.

Responsibilities

• Coordinate domestic and international travel arrangements, including flights, trains, hotels, car services, rental cars, and detailed itineraries.
• Prepare and submit travel requests and approvals, ensuring all travel activity complies with internal guidelines.
• Create, review, and submit expense reports, attach receipts, itemize charges, code expenses appropriately, and reconcile corporate card and out-of-pocket expenses.
• Manage complex calendars, schedule meetings across multiple stakeholders, identify open meeting times, send invitations, and include conferencing details.
• Coordinate in-person meetings, including conference room reservations, visitor security access, catering, IT support, workspace bookings, and access to relevant office locations.
• Create and manage internal distribution lists, shared mailboxes, smart email lists, and related communications tools.
• Assist with event and conference call setup in internal event systems, including adding employees or clients, sending calendar details, and coordinating travel or hotel logistics for events.
• Maintain strong knowledge of internal platforms, workflows, and policies to serve as a reliable resource for team members and executives.

Skills

Administrative support

Travel booking

Calendar management

Excellent communication

Discretion

Tech-savvy

Tools

Microsoft Outlook

Microsoft Teams

Excel

Word

Expense reporting systems

Job description

UBS USA Research Desk Assistant provides administrative and secretarial support to research analysts, economists and strategists. The role involves coordinating travel, managing calendars, handling expenses, and supporting events across multiple offices in New York.

The ideal candidate has strong MS Office skills, experience in travel booking and expense reporting, and a professional, discreet approach in a fast-paced environment.