Your role
Are you detail-oriented multitasker? Do you know how to make sure things run smoothly?
We're looking for an executive assistant to:
• provide complex diary management, including scheduling and coordinating internal and external meetings, conference calls and video conferences across time zones
• coordinate all aspects of senior executive scheduling, incl. liaising with assistants from multiple teams across the firm and ensuring forward planning for meetings, events and deliverables
• coordinate the production of reports, meeting prep packets etc.
• coordinate and maintain excel based tracking as required
• arrange travel bookings, itineraries and work permit / visa coordination
• support office administration, including ordering supplies, handling mail
• managing front to back vendor related meeting and conference related logistics / onsite coordinating support
• handle administrative tasks such as creation and maintenance for distribution lists, access rights, entitlement maintenance
• assist with finance management, including processing of invoices and expense reports
Detailed salary information:
• Weehawken: the salary range for this role is $90000 to $115000
The expected salary range(s) for this role as of the date of this posting is/are based on factors including, but not limited to, experience, qualifications, education, location and skill level. This role may also be eligible for discretionary incentive compensation. For benefits information, please visit ubs.com/usbenefits.
Your team
You'll be working in the Operating Head GWM US organization based in Weehawken, NJ. We focus on building a scalable operating model that enables FAs and teams to dedicate more time to clients and reduce costs. As an executive assistant, you'll play an important role in the success of the team.
Your expertise
• ideally over 5 years of either 1) executive assistant experience in global banks, or 2) relevant team assistant experience in global banks / financial services industry, or 3) sales assistant / sales team support experience
• successful administrative experience with the ability to prioritize and work under pressure with tight and concurrent deadlines
• proficient in Microsoft 365 Suite (including but not limited to Outlook, Teams, Word, PowerPoint, Excel), and equivalent mailing and conferencing platforms
• keen attention to detail, well organized and able to seamlessly multitask
• proven written and verbal communication skills
• enthusiastic about growth and self-learning
• comfortable interacting with colleagues at all levels
• flexibility to travel across UBS offices in the tri-state area as needed
• adaptable, personable, can-do attitude with an optimistic outlook and a welcoming and professional disposition
About us
UBS is the world's largest and the only truly global wealth manager. We operate through four business divisions: Global Wealth Management, Personal & Corporate Banking, Asset Management and the Investment Bank. Our global reach and the breadth of our expertise set us apart from our competitors.
We have a presence in all major financial centers in more than 50 countries.
Join us
At UBS, we know that it's our people, with their diverse skills, experiences and backgrounds, who drive our ongoing success. We're dedicated to our craft and passionate about putting our people first, with new challenges, a supportive team, opportunities to grow and flexible working options when possible. Our inclusive culture brings out the best in our employees, wherever they are on their career journey. We also recognize that great work is never done alone. That's why collaboration is at the heart of everything we do. Because together, we're more than ourselves.
We're committed to disability inclusion and if you need reasonable accommodation/adjustments throughout our recruitment process, you can always contact us.
