Administrative Assistant

Russell Tobin · New york, United States

Executive Administrative Assistant

Location: New York, NY

Pay Rate Range: $150,000 per year, depending on experience

Our client, a leading global financial services and investment management firm, is looking to hire an experienced Executive Administrative Assistant to support senior leadership in its New York office.

This is an excellent opportunity for a highly organized, proactive, and discreet administrative professional with a background in investment banking or financial services. The ideal candidate will bring strong executive presence, sound judgment, and the ability to manage competing priorities while maintaining the highest level of confidentiality.

This position is fully onsite, five days per week, in Midtown Manhattan.

Responsibilities

• Manage complex executive calendars, coordinate meetings, and proactively resolve scheduling conflicts.
• Coordinate domestic and international travel arrangements, including detailed itineraries and related logistics.
• Prepare, submit, and track expense reports and vendor payments.
• Coordinate internal and external meetings, including conference rooms, catering, technology, and meeting materials.
• Serve as a professional point of contact for executives, managing calls, emails, and communications with internal and external stakeholders.
• Handle confidential information and sensitive matters with discretion and sound judgment.
• Provide general administrative support, including office coordination, document preparation, and equipment or technology requests.
• Assist with occasional personal administrative requests, special projects, and ad hoc business needs.
• Anticipate executive needs, follow through on outstanding tasks, and maintain a high level of organization in a fast-paced environment.

Requirements

• Bachelor's degree preferred
• 8–10+ years of executive administrative experience, ideally supporting senior executives within investment banking, financial services, or investment management.
• Previous experience supporting a Managing Director, division head, or other senior-level executive.
• Demonstrated professionalism, maturity, discretion, and the ability to handle highly confidential information.
• Exceptional organizational, communication, and interpersonal skills.
• Strong judgment, emotional intelligence, and the ability to navigate a professional, fast-paced corporate environment.
• Ability to anticipate needs, manage competing priorities, and work independently with minimal supervision.
• Advanced proficiency in Microsoft Office, particularly Outlook, Word, Excel, and PowerPoint.
• Familiarity with corporate travel and expense platforms, such as Concur.
• Flexibility to accommodate occasional early or late meetings due to global business needs.
• Ability to work onsite in Midtown Manhattan five days per week.

Benefits

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

Equal Employment Opportunity

Russell Tobin is an equal opportunity employer. We do not discriminate based on 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.

San Francisco Candidates Only: Under the San Francisco Lactation in the Workplace Ordinance, written notice of lactation accommodation rights will be provided upon hiring and in response to inquiries regarding parental leave or lactation accommodations.