Strategic Executive Assistant — Calendar, Travel & Ops

Russell Tobin; Menlo Park (CA); Hybrid; USD 65,000 - 90,000; Full time

Benefits offered by this job

Healthcare coverage

401(k) retirement savings

Life & disability insurance

Job summary

Russell Tobin is seeking an Administrative Manager in Menlo Park, CA. The role involves managing complex calendars, coordinating client meetings, travel, and expenses, and acting as a liaison between IT, HR, and banking teams.

The position reports to Administrative Manager, with standard hours and a pathway to perm for successful consultants. Strong organizational, communication, and multitasking skills are essential.

Qualifications

• Minimum of 3 years of experience within financial services preferred.
• Familiarity with Concur and travel/expenses management.
• Exceptional interpersonal and written/verbal communication skills.
• Positive, professional attitude; works well under pressure.

Responsibilities

• Manage complex calendar(s) via Outlook and confirm meetings.
• Schedule meetings with clients and coordinate details (availability, catering, registration, rooms, video).
• Coordinate domestic and international travel (flights, hotels, ground transport).
• Process and maintain business expenses; obtain receipts and reimbursements.

Skills

Calendar management

Outlook expertise

Travel coordination

Communication skills

Multitasking

Team player

Attention to detail

Tools

Concur

Salesforce

OneBanker

BoardEx

Job description

Russell Tobin is seeking an Administrative Manager in Menlo Park, CA. The role involves managing complex calendars, coordinating client meetings, travel, and expenses, and acting as a liaison between IT, HR, and banking teams.

The position reports to Administrative Manager, with standard hours and a pathway to perm for successful consultants. Strong organizational, communication, and multitasking skills are essential.