Global Capital Markets - Executive Assistant

Key Responsibilities

• Manage complex, frequently changing calendars for multiple senior professionals, resolving conflicts and prioritizing effectively.
• Cook up and coordinate internal and external meetings, calls, and video conferences across time zones.
• Schedule global meetings, often on short notice, ensuring strong attendance and smooth execution.
• Proactively monitor schedules, including travel and key commitments.
• Act as a primary point of contact for clients, senior leaders, and internal partners.
• Coordinate recurring and ad hoc meetings with external stakeholders, including their assistants.
• Manage logistics, invitations, and materials using internal systems and administrative AI tools to improve efficiency.
• Handle confidential communications with professionalism and discretion.
• Provide phone coverage, screen calls, and manage urgent matters with sound judgment.
• Draft, edit, and prepare correspondence, presentations, and reports.
• Manage incoming communications (email, mail, requests), ensuring timely follow-up and prioritization.
• Maintain organized records and documentation.
• Use administrative AI tools to streamline document preparation, communication, and task tracking.
• Coordinate meeting logistics, including space, technology, and catering.
• Organize client events, team activities, and business functions.
• Prepare and distribute agendas and materials.
• Arrange domestic and international travel, including approvals, flights, hotels, and transportation.
• Prepare itineraries and maintain accurate travel profiles.
• Process expense reports accurately and on time, resolving issues as needed.
• Partner with internal teams to resolve issues and obtain information.
• Conduct research to support business activities.
• Provide coverage for team members and adapt to changing priorities.
• Aid in onboarding and training of temporary staff.
• Support special projects and additional responsibilities as needed.

Qualifications

• 3+ years of executive assistant or similar experience in a fast-paced professional environment.
• Strong organizational, multitasking, and time management skills.
• Ability to work independently, anticipate needs, and exercise sound judgment.
• Excellent verbal and written communication skills.
• Experience supporting multiple senior stakeholders with complex scheduling needs.
• High attention to detail and accuracy.
• Professional demeanor with discretion in handling confidential information.
• Flexible and adaptable to shifting priorities.
• Advanced proficiency in Microsoft Outlook, including calendar management.
• Strong working knowledge of Word, PowerPoint, and Excel.
• Experience with video conferencing, travel and expense systems, and administrative tools.
• Experience utilizing AI-enabled workplace tools (e.g., Microsoft Copilot, ChatGPT Enterprise, Gemini, or similar approved platforms) to enhance productivity and workflow management, with demonstrated, real-world application, is a plus.
• Bachelor’s degree preferred; equivalent experience considered.