Executive Assistant

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