Executive Assistant

Our client, a major bank, is looking to hire an Executive Assistant in New York City.

Pay Rate Range: Paying 50-57/hr W2

Responsibilities:

GMA - EXECUTIVE ADMINISTRATIVE RESPONSIBILITIES:

• Calendar Management – Diligent, pro-active management of complex agenda and setting of meetings acrossall time zones
• Schedule, track client meetings and support, including Board and Regulatory meetings
• Domestic and International Travel arrangements, expense claims, expedited travel services
• Coordinate and effectively manage Microsoft Teams video conferences and weekly team-wide calls
• Preparation and coordination of departmental meetings, events, and Town Halls.
• Creating, editing and preparing emails, organization charts and presentations.
• Managing logistics/schedules for visitors and supporting senior executives during their visits.
• Management of incoming and outgoing communications
• Maintain and create e-mail distribution lists in Outlook
• Completion of any reasonable projects or tasks, as requested by management.
• The staff member will make use of several application systems including:
• iValua/MyPortal– Supplies and IT Procurement.
• MyIAM – Approve Identity C Access Rights to various platforms on behalf of Manager
• Concur – Travel scheduling, expense reporting, and review of Manager’s direct reports expensesubmission for approval.
• Outlook
• Microsoft Office Suite

Administrative and Organizational Support

• Manage scheduling and calendar management for executives.
• Arrange travel arrangements, accommodations, and itineraries.
• Prepare documents and presentations for board or client meetings.
• Maintain records and ensure confidential files are organized.
• Handle expense reports and budget tracking.

Communication and Relationship Management

• Act as the first point of contact for internal and external stakeholders.
• Draft and edit emails, letters, and correspondence with strong written communication skills.
• Coordinate information flow between departments to maintain clarity and alignment.

Project and Workflow Coordination

• Oversee multiple projects simultaneously and track progress toward milestones.
• Assist with event planning and team initiatives.
• Improve workflow efficiency through organization and clear prioritization.

• These responsibilities require exceptional organizational skills, time management, and attentionto detail—traits that transform a good assistant into a great one.

Requirements:

Hard Skills

• Proficiency in Microsoft Office (Outlook) and other productivity tools (iValua/MyPortal– Supplies/Concur and IT Procurement).
• Experience with project management and expense reporting software.
• Competence in calendar management, travel arrangements, and administrative support systems.

Soft Skills

• Strong written and verbal communication.
• Adaptability under pressure and problem-solving mindset.
• Collaboration with senior executives, team members, and clients.
• High degree of organizational skills and time management.

Russell Tobin offers eligible employee’s comprehensive healthcare coverage (medical, dental, and vision plans), supplemental coverage (accident insurance, critical illness insurance and hospital indemnity), 401(k)-retirement savings, life & disability insurance, an employee assistance program, legal support, auto, home insurance, pet insurance and employee discounts with preferred vendors.

Equal Employment Opportunity

Russell Tobin is an equal opportunity employer. We do not discriminate on the basis of the race, religious creed, color, national origin, ancestry, physical disability, mental disability, reproductive health decision making, medical condition, genetic information, marital status, sex, gender, gender identity, gender expression, age, sexual orientation, veteran or military status, or any other characteristic protected by applicable federal, state, or local law.

Fair Chance Employment

Russell Tobin is a Fair Chance employer. We consider all qualified applicants, including those with criminal histories, in a manner consistent with applicable state and local Fair Chance laws and ordinances, including, the California Fair Chance Act and all applicable local Fair Chance ordinances.

Accommodations

We are committed to providing reasonable accommodations to applicants and employees with disabilities. If you require a reasonable accommodation to participate in the application or interview process, or to perform the essential functions of this role, please contact us.

Only applicable for San Francisco Candidates: Under the San Francisco Lactation in the Workplace Ordinance, we will provide written notice of lactation accommodation rights, and this notice will automatically be given upon hiring, any inquiry of parental leave or lactation accommodation.