Executive Assistant Jobs

Provide comprehensive administrative support to IBD Executive Directors, Vice Presidents, Associates and Analysts. Execute administrative duties as delegated by the coverage team in a client-facing front office environment.

Executive Representation:

Maintain and build rapport with clients and their assistants

Demonstrate tact and good judgment in navigating and safeguarding confidential information and with handling material nonpublic information (MNPI)

Demonstrate professional phone and written communication etiquette. Answer phones, take accurate messages

Serve as the primary point of contact for internal and external constituencies on all matters pertaining to the banker. Prioritize and determine appropriate course of action, referral, or response, exercising judgement to reflect banker’s style and organization policy.

Manage and appropriately prioritize multiple and competing demands within assigned shift

Adapt to changes in deadlines and changes to assignments

Be a resource for creating efficiencies when executing tasks and resolving problems using Firm resources and technology

Calendar Management:

Ownership of executives’ calendar, schedule all meetings, (in-person/virtual) and conference calls, handle meeting conflicts and escalate issues; manage the bankers internal Client Relationship database profile

Update and maintain contacts via internal client database and Outlook

Conference Planning:

Coordinate conference rooms for meetings including ordering catering, multimedia etc.

Coordinate logistics for closing dinners; client outings; virtual events; internal events

Moderate/co-host virtual events using virtual conference management tools i.e. Zoom, WebEx

Expense Management:

Understand and properly apply policies to all expense activity including but not limited to travel arranging, client entertaining, meeting arrangement and overtime expenses

Preparation expense reports accurately and in a timely fashion. Responsible for assisting bankers manage and maintain a current corporate card balance

Travel Arranging:

Arrange all aspects of travel (domestic and international), arrange flights, hotels, rental car and car service, visa applications, manage travel profiles and obtain necessary approvals

Prepare all itineraries, internal and external

Administrative:

Type correspondence, memos and presentations, help prepare presentation and meeting materials; coordinate with reprographics and mail services

Maintain on-line folder management, correspondence, documents, and files for bankers

Maintain orderly, fully functioning work area

Provide backup support for colleagues during vacation/unplanned absences and assist their managers as needed with phone coverage, travel, and other needs

Ad-hoc projects as requested

Minimum Requirements:

Level of Education: High school diploma or GED required; College Degree Preferred

Experience: 1 to 2 Years Relative Corporate Experience

Technical Proficiency: Microsoft Office Applications (especially Outlook for email, calendar, and contacts), Excel, PowerPoint, internet. Virtual Video conferencing (Zoom, WebEx, etc.)