Research - Americas Equity - US Executive Assistant

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

Key Responsibilities

USA Research Desk Assistant provides administrative and secretarial support to research analysts, economists and strategists. The Desk Assistant helps ensure a smooth running operation of the department by working closely with the publishing analysts and their teams, the Business Managers and the other team assistants on various recurring and ad hoc assignments. Key Responsibilities include :

• Coordinate domestic and international travel arrangements, including flights, trains, hotels, car services, rental cars, and detailed itineraries, using approved travel systems and policies.
• Prepare and submit travel requests and approvals, ensuring all travel activity complies with internal travel and expense 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 on behalf of others, and include appropriate 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.

Job Type

Full Time

Job Reference #

340246BR

City

New York

The team

USA Research Desk Assistant provides administrative and secretarial support to research analysts, economists and strategists. The Desk Assistant helps ensure a smooth running operation of the department by working closely with the publishing analysts and their teams, the Business Managers and the other team assistants on various recurring and ad hoc assignments.

Your Skills And Experience

• You’re curious to explore how AI can improve how we build, deliver, and optimize workflows. You do this with sound judgment – validating outputs and aligning with policies, risk standards, and ethical use.
• 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.
• Ability to manage multiple priorities, follow through on details, and anticipate needs in a fast-paced environment.
• Excellent written and verbal communication skills, with a professional and service-oriented approach.
• High level of discretion, judgment, and reliability when handling confidential information and sensitive requests.
• Comfort learning internal systems, policies, and approval workflows.

About Us

UBS is a leading and truly global wealth manager and the leading universal bank in Switzerland. We also provide diversified asset management solutions and focused investment banking capabilities. Headquartered in Zurich, Switzerland, UBS is present in more than 50 markets around the globe.

We know that great work is never done alone. That’s why we place collaboration at the heart of everything we do. Because together, we’re more than ourselves. Want to find out more? Visit ubs.com/careers.

Salary information

• United States - New York - New York min USD 85000 - max USD 100000 /annum

The expected salary for this role will be determined by relevant factors which may include but are not limited to, role-required experience, qualifications, education, location and skill level. UBS offers a range of competitive benefits and for further information, please visit ubs.com/employee-benefits. We may, at our sole discretion, provide additional variable compensation or awards.

Join us

At UBS, we know that it's our people, with their diverse skills, experiences and backgrounds, who drive our ongoing success. We’re dedicated to our craft and passionate about putting our people first, with new challenges, a supportive team, opportunities to grow and flexible working options when possible. Our inclusive culture brings out the best in our employees, wherever they are on their career journey. And we use artificial intelligence (AI) to work smarter and more efficiently. We also recognize that great work is never done alone. That’s why collaboration is at the heart of everything we do. Because together, we’re more than ourselves.

We’re committed to disability inclusion and if you need reasonable accommodation/adjustments throughout our recruitment process, you can always contact us.

Disclaimer / Policy statements

UBS is an Equal Opportunity Employer. We respect and seek to empower each individual and support the diverse cultures, perspectives, skills and experiences within our workforce.