Administrative Manager & Executive Assistant - Confidential Investment Bank

Job Title: Administrative Manager & Executive Assistant

Location: New York, NY (Office near Grand Central)

Work Model: Hybrid

Company Overview:

An Investment Banking firm is seeking an experienced Administrative Manager for its New York office. This role involves managing a team of administrative staff as well as supporting four Executives (Managing Directors/Directors) as their Executive Assistant. The position offers a dynamic, fast-paced work environment requiring excellent organizational skills, professionalism, and leadership ability.

Role Overview:

The Administrative Manager will oversee a team of up to seven administrative staff members and provide executive-level support to four high-ranking leaders. The successful candidate will handle responsibilities such as managing calendars, travel coordination, meeting logistics, training and mentoring team members, and ensuring smooth office operations. The role requires a confident, proactive individual who thrives under pressure and can prioritize multiple, competing tasks.

Key Responsibilities:

• Management of Administrative Team: Supervise a team of up to 7 administrative professionals, providing mentorship, training, and performance feedback.
• Executive Assistance: Manage and support four executives, including managing calendars, organizing meetings, coordinating travel, and preparing expense reports.
• Meeting Coordination: Oversee internal and external meetings, ensuring timely, efficient scheduling, logistical coordination, and follow-up.
• Travel Coordination: Arrange domestic and international travel, understanding each executive’s preferences and business requirements.
• Expense Reporting: Prepare and resolve discrepancies in monthly expense reports.
• Communication Screening: Prioritize and manage incoming communications, routing information as needed with professionalism.
• CRM & Contact Management: Keep executive contact information updated in Outlook and CRM systems.
• Confidentiality: Ensure the confidentiality of sensitive information related to clients and the firm.

Desired Skills and Qualifications:

• Experience: 15+ years as an Administrative Assistant, preferably in Financial Services, Consulting, Law, or Advisory sectors. 3-5 years in administrative management.
• Technical Skills: Proficient in MS Office Suite (Word, Excel, Outlook, PowerPoint).
• Organizational Skills: Highly organized with excellent attention to detail, accuracy, and thoroughness.
• Communication Skills: Strong verbal and written communication skills.
• Proactive: Self-motivated and capable of anticipating the needs of executives.
• Prioritization: Ability to handle competing demands and prioritize effectively under pressure.
• Problem-Solving: Ability to adapt to changes and unexpected events.
• Discretion and Integrity: Handles confidential information with integrity.
• Team Collaboration: Ability to work independently and as part of a team, with a positive and enthusiastic approach.
• Professionalism: A high degree of professionalism, reliability, and the ability to remain composed under pressure.
• References: Excellent professional references are required.

Compensation:

• Salary: $95,000 - $100,000 base salary
• Bonus: Discretionary bonus based on performance

This position is ideal for someone who thrives in a fast-paced, high-stakes environment and has the experience and leadership ability to manage a team while supporting senior executives. If you are organized, proactive, and ready to take on a managerial role, we encourage you to apply.