Administrative Assistant

Job Summary Our Administrative Assistants provide high-quality, proactive administrative support within a fast-paced, team-oriented environment. This role partners closely with business leaders, firm executives and assistant colleagues to ensure seamless calendar management, meeting coordination, travel logistics, and day-to-day operational support, while exercising sound judgment, discretion, and professionalism at all times. Coverage needs may evolve based on business priorities and location. Key Responsibilities: Administrative & Business Support Serve as a trusted administrative partner, supporting multiple executives and their teams as needed Provide day-to-day administrative and operational assistance, including documentation, records management such as filing and scanning, time entry, invoices, and ad hoc projects. Calendar, Meetings & Communications Proactively manage dynamic & complex calendars across multiple time zones, prioritizing meeting requests and coordinating internal and external meetings, conference calls, and video conferences. Act as a primary point of contact for scheduling communications, including high volumes of phone calls, ensuring timely, accurate messaging and professional interaction with senior leaders and clients. Coordinate meetings onsite as well as externally, working with conference services to secure rooms, arranging catering, registering guests, and ensuring materials are prepared. Travel & Expenses Arrange domestic and international travel, including flights, accommodations, ground transportation, and visa procurement as required. Prepare and submit expense reports and process related invoices in a timely and accurate manner, utilizing approved expense platforms. Compliance & Confidentiality Handle highly confidential and sensitive client and business information with discretion and sound judgment. Adhere to compliance requirements and obtain necessary approvals in accordance with firm policies. Skills & Qualifications Required: Demonstrated experience providing administrative support to executives or senior professionals in a complex environment, preferably within financial services, the private sector, or government. Strong interpersonal, written, and verbal communication skills, with the ability to collaborate effectively across local and global teams. Proven ability to remain calm, organized, and responsive while managing competing priorities in a fast-paced, high-volume environment. Exceptional attention to detail, organizational skills, and follow-through, with strong anticipation and problem-solving capabilities. High degree of professionalism, integrity, and diplomacy. Proactive, reliable, and adaptable team player with a positive attitude and willingness to support where needed. Strong proficiency in Microsoft Word, Excel, PowerPoint, Outlook, and Zoom. Familiarity with expense platforms such as SAP Concur. Russell Tobin is a leading minority-owned professional and technical recruitment and staffing advisory organization. We are comprised of specialized practices focusing on a variety of skill sets and industries. Having a depth and breadth of industry expertise, our subject matter experts are able to provide tailored and swift sourcing solutions to fulfill client hiring needs. In other words, we connect top talent with companies. We are the staffing arm of the Pride Global network, a minority-owned integrated human capital solutions firm, with additional offerings in vendor management, payroll programs, and business process optimization. Applicant Privacy Disclosure We collect personal information from applicants during the recruiting, pre-offer, and offer process. During the recruiting, pre-offer process and offer process, we may collect the following categories of personal information: Identifiers, such as name, address, and email address. Professional and Employment-Related Information, such as resume, work history, education, and qualifications. Information Voluntarily Provided by You in connection with the recruiting and pre-offer process. Sensitive Personal Information, where legally permitted and necessary, such as Social Security number and date of birth. Personal information is collected and used for the following business purposes: evaluating qualifications and eligibility for employment; communication regarding the recruitment and application process; verifying eligibility for employment; and complying with applicable legal, regulatory, and contractual obligations. Personal information is collected and used only as necessary, and we are committed to data minimization, privacy, and providing equal employment opportunities. We are an international organization, and personal information may be accessed or processed by authorized personnel or service providers located outside the United States, subject to appropriate safeguards. We restrict use and access to personal information to authorized personnel and service providers with confidentiality and data security obligations. We maintain administrative, technical, and physical safeguards designed to protect personal information from unauthorized access, use, or disclosure. For information about our privacy practices, please review our Privacy Policy at: If you do not consent to the collection of such personal information, please advise us immediately in writing at

Created: 2026-03-17