Senior Exec & Personal Assistant - Calendar & Travel

Russell Tobin; New York (NY); On-site; USD 90,000 - 130,000; Full time

Benefits offered by this job

Healthcare coverage (medical, dental,

Vision plans

401(k) retirement savings

Life & disability insurance

Employee assistance program

Employee discounts with vendors

Job summary

Russell Tobin is seeking an experienced Executive and Personal Assistant to provide end-to-end administrative support to the senior leadership team of the Real Assets division. The role covers complex calendars, frequent travel, meeting coordination, expense management, confidential communications and event support.

The ideal candidate has 8+ years of EA experience, preferably in finance or investment management, and excels at organization, communication, and discretion.

Qualifications

• 8+ years of Executive Assistant experience; finance or investment management experience preferred.
• Exceptional organizational and multitasking skills.
• Excellent written, verbal and interpersonal communication.
• Able to work independently and proactively while also being a strong team player who takes direction well.
• Strong prioritization skills and a sense of urgency in following up; sharp attention to detail, accuracy and accountability.
• Positive attitude and willingness to take on ad hoc projects.
• Proven discretion with sensitive and confidential information.
• Advanced proficiency in Microsoft 365 (Outlook, Word, Excel, PowerPoint); familiarity with Concur or similar expense and travel tools.

Responsibilities

• Manage complex calendars and coordinate scheduling for senior leadership.
• Arrange domestic and international travel with detailed itineraries and expense tracking.
• Prepare, submit and monitor expense reports and vendor payments.
• Handle phone and email inquiries, routing and messages professionally.
• Maintain confidentiality and exercise discretion on sensitive matters.
• Oversee general administrative tasks, materials, supplies and office upkeep.
• Coordinate ad hoc events and support special projects as needed.

Skills

Organizational skills

Multitasking

Communication

Independence

Team player

Prioritization

Attention to detail

Discretion

Tools

Microsoft 365 (Outlook, Word, Excel, PowerPoint)

Concur or similar expense/travel tools

Job description

Russell Tobin is seeking an experienced Executive and Personal Assistant to provide end-to-end administrative support to the senior leadership team of the Real Assets division. The role covers complex calendars, frequent travel, meeting coordination, expense management, confidential communications and event support.

The ideal candidate has 8+ years of EA experience, preferably in finance or investment management, and excels at organization, communication, and discretion.