Executive Assistant

Overview

Support senior bankers as an Executive Assistant, managing their calendars, travel, conference logistics and general administration while handling confidential matters with discretion.

What you'll do

• Maintain and build rapport with clients and their assistants.
• Demonstrate tact and good judgment in confidential situations, including handling material nonpublic information.
• Answer phones, take accurate messages, know executives' whereabouts at all times, and handle urgent or confidential calls with professionalism and sound judgment.
• Own executives' calendars, scheduling in-person, virtual and conference calls, handling meeting conflicts and escalating issues.
• Manage the bankers' internal client relationship database profiles, updating and maintaining contacts via the internal client database and Outlook.
• Coordinate conference rooms for meetings, including ordering catering and multimedia.
• Coordinate closing dinners, client outings, virtual events and internal events, being responsible for all logistics and adherence to firm policies and procedures.
• Arrange all aspects of domestic and international travel, including flights, hotels, rental cars and car service, visa applications, travel profiles and necessary approvals.
• Prepare all internal and external itineraries.
• Prepare and submit all expense reports on a timely basis.
• Type correspondence, memos and presentations, and help prepare presentation and meeting materials; coordinate with reprographics and mail services.
• Maintain online folder management, correspondence, documents and files for bankers.
• Leverage Firm resources and technology to provide solutions and execute tasks.
• Provide backup support for colleagues during vacation or unplanned absences, and assist their managers with phone coverage, travel and other needs.
• Complete ad-hoc projects as requested.

What you'll need

• Graduate.
• Proficiency in Microsoft Office applications, especially Outlook for email, calendar and contacts, plus Excel, PowerPoint, internet and research tools.
• Excellent communication skills and strong attention to detail.
• Solid organization and time management.
• Enthusiastic, positive team player who is willing to help out and works well with colleagues.
• Ability to work in a fast-paced environment and handle multiple tasks concurrently.
• Flexibility to cover different bankers as the group grows or changes.

Details

• Location: Mumbai, India.