Job Description
Our Client, a Global Financial Services Firm, is seeking an Executive Assistant in their San Francisco, California location.
Overview
We are seeking a highly organized and proactive Executive Assistant to support Managing Director(s) and their teams within Investment & Corporate Banking. This individual will play a critical role in ensuring day-to-day operations run smoothly, serving as a trusted partner to senior leadership and a key liaison across the business. A college degree is preferred but not required.
Key Responsibilities
- Provide comprehensive administrative support to Managing Director(s) and team members
- Manage complex Outlook calendars, coordinating internal and external meetings
- Schedule client meetings and oversee logistics including availability coordination, catering, guest registration, conference rooms, and video connectivity
- Coordinate domestic and international travel arrangements, including flights, hotels, and ground transportation
- Process and track business expenses in accordance with company policies; follow up on receipts and reimbursement status
- Act as a gatekeeper by managing phone lines, screening calls, and delivering detailed messages
- Maintain and update client data in Salesforce systems (OneBanker, BoardEx)
- Support communications across management and the banking division
- Participate in business unit projects as assigned by leadership
- Partner with the administrative team and provide coverage as needed
- Oversee general office operations, including ordering supplies and managing mail distribution
- Serve as liaison between IT and the business unit for onboarding support and troubleshooting
Qualifications
- 3+ years of administrative experience; financial services experience preferred
- Experience managing travel and expenses, ideally using Concur
- Proficiency in Microsoft Word, Excel, and Outlook
- Exceptional interpersonal, written, and verbal communication skills
- Strong organizational skills and attention to detail
- Ability to multitask, prioritize, and work effectively in a fast-paced environment
- Positive, professional attitude with the ability to remain composed under pressure
- Adaptable, proactive, and responsive with a strong sense of urgency
- Demonstrated initiative and willingness to support last-minute needs
- Team-oriented mindset with the ability to collaborate across bankers, IT, HR, and administrative partners