Title: Administrative Assistant - Investment Banking Job Description: Hybrid locations NC-Charlotte time type Full time job requisition id R2026331 About the Role: We are looking for a talented Administrative Assistant (AA) to support our Global Investment Banking team! Join us and find out why we have been a Fortune Best Place to Work for since 2004! As an Administrative Assistant (AA), you will provide proactive administrative and hospitality support to mid‑ and senior‑level Global Investment Banking professionals. In addition to managing calendars, meetings, travel, and expenses, you will play a key role in delivering a polished, welcoming, and seamless in‑office experience for bankers, clients, and visitors. To be successful in this role, you should be a curious, service‑oriented self‑starter who enjoys anticipating needs, supporting high‑touch interactions, and contributing to a professional, client‑ready environment. We take pride in developing our Administrative Assistants through training and growth opportunities within the role. This position offers flexibility to work Tuesday, Wednesday and Thursday in the Charlotte office and Monday and Friday remote. The Impact You’ll Make: - Support a team of mid / senior level bankers assisting with project focused tasks. - Manage and coordinate various calendars and synchronizing schedules for team calls, meetings, and small events. - Build relationships with bankers and peers through collaborative efforts and teamwork. - Arranging domestic and international travel and become knowledgeable on Travel policies, procedures, and changes. - Preparing, processing, submitting, and tracking expenses; become knowledgeable on Expense policies, procedures, and changes. - Coordinate with the Conference Center team to reserve conference rooms and catering for internal meeting. - Backup support to Administrative Assistants / Executive Assistant in their absence including receptionist desk, hospitality, etc. - Assist in office duties i.e., replenishing office refreshments and supplies, catering, preparing shipping, safety officer, (building management contact for remote office), etc. - Represent Baird in a professional manner and thoughtful demeanor both internally and externally with clients, bankers, and peers. - Contribute to a high‑quality client and banker experience by ensuring meetings, events, and office interactions run seamlessly. What You’ll Bring to Baird: - High school diploma or education equivalent required - 1+ years of Administrative Assistant experience preferably in the financial industry - Comfort balancing administrative responsibilities with hospitality and front‑of‑house support as needed - Strong verbal, written and interpersonal communication skills - Detail orientated, acute attention to detail - Effective time management and organizational skills with ability to prioritize various tasks - Practice critical thinking and problem-solving skills - Proficient / Advance Microsoft Office - Concur Travel / Expense system (preferred) - CRM systems (Salesforce preferred) Compensation and Benefits: - Hourly rate of $28.25-38.50, based on a 37.5 hour work week - Bonus potential up to 8.5% of base pay - Compensation and bonus are commensurate with experience, performance and/or firm profitability - You’ll have the opportunity to advance your career while enjoying our comprehensive benefits designed for your life, career and future. #LI-RE1 Baird is committed to diversity and provides employment opportunities to all employees and applicants for employment without regard to race, color, religion, sex, pregnancy, citizenship, national origin, age, disability, military service, veteran status, sexual orientation, gender identity or expression, genetic information, or any other status protected by law.

Manage complex calendars for multiple leaders, coordinate travel arrangements, compile information for reports, and screen communications for action items to ensure efficient operations and support for executives and their teams.

• Provide administrative support to the Preconstruction team, including estimators, preconstruction managers, and department leadership. • Collect, organize, and maintain preconstruction documentation such as bid invitations, vendor and subcontractor quotes, material takeoff reports, estimate documentation, and scope documents. • Assist with bid and proposal preparation, including compiling exhibits, narratives, schedules, and other required documents. • Maintain a complete Preconstruction Calendar to track bid due dates, addenda, clarifications, and submission requirements across multiple projects. • Utilize Building Connected Software to coordinate communication with vendors, subcontractors, suppliers, and internal teams to collect pricing, qualifications, and required pre-bid documentation. • Utilize Salesforce Software to assist with input and maintenance of data in estimating, project management, and document control systems. • Maintain preconstruction filing systems in accordance with company standards. • Support handoff from preconstruction to operations by organizing estimate summaries, scope clarifications, assumptions, and project start-up documentation. • Prepare meeting materials, agendas, and notes for preconstruction meetings as needed. • Assist with reporting and tracking of preconstruction metrics such as bid volume, win/loss data, and workload forecasting. • Perform general administrative duties including scheduling, correspondence, document formatting, and internal coordination. • Ability to work remotely and manage work load in an independent environment.

Role Description We are seeking a highly capable, proactive, and exceptionally organized Virtual Assistant based in the Philippines to support our brokerage operations in real-time. This is a full-time, monthly-retainer role. You will be our dedicated team member, not shared across other clients. Your time will be split into two core functions: - 80% Brokerage Support: Directed by the Head of Admin, supporting our 15+ brokers with research, document preparation, and marketing tasks. - 20% Executive Support: Providing direct administrative assistance to the COO & Partner. You must be available during Eastern Time (ET) business hours and respond to requests with the same promptness and professionalism as if you were sitting in our Toronto office. Qualifications - Fluent English: Impeccable professional-level reading, writing, and verbal communication. - Real-Time Availability: Must work strictly during Eastern Time (ET) business hours (9 AM – 5 PM ET minimum). - Microsoft Office Mastery: Advanced, confident proficiency in Word, Excel, Outlook, and PowerPoint. - HubSpot CRM Experience: Demonstrated history of managing contacts, deals, tasks, pipelines, and email sequences within HubSpot. - CoStar Proficiency: Familiarity with CoStar for property research, comp searches, availability queries, and market analytics. - Commercial Real Estate (CRE) Acumen: Strong understanding of core CRE concepts. - Design & Template Skills: Proven ability to manipulate photos, graphs, maps, and data into structured document templates. - AuthentiSign / e-Signature Tools: Experience with (or ability to rapidly master) AuthentiSign or DocuSign. - Home Office Infrastructure: Fast, stable, hardwired internet connection, a modern computer, a high-quality headset, and a quiet, professional workspace. Requirements - Working under the direction of the Head of Admin to support the wider brokerage team. - Data, Research & Analytics: - Research & Data Scrubbing: Compile, verify, and clean commercial/industrial property data. - Market Availability Reports: Source, filter, and format comprehensive industrial/commercial availability lists. - Comparable Sales (Comps): Actively research and organize comparable property transactions. - CRM Data Mastery: Keep HubSpot records immaculate. - Marketing & Presentation Materials: - Broker Opinion of Value (BOV) Support: Assist with data gathering, formatting, and layout design. - Tour Packages & Property Brochures: Assemble high-quality property brochures and presentation materials. - Template Production: Insert property photos, maps, and market data into marketing templates. - Listing Coordination: Support the input, updating, and syndication of property listings. - Operations & Workflow Execution: - Document Preparation: Draft, format, and proofread letters, emails, and reports. - Electronic Signatures: Manage document workflows through AuthentiSign. - Scheduling & Coordination: Assist with calendar management and meeting setups. - Ad-Hoc Admin Tasks: Respond to day-to-day requests from the admin team. - Part B: COO Executive Support (20%): - Strategic Calendar Management: Schedule meetings and manage confirmations. - Executive Correspondence: Draft and send communications on behalf of the COO. - Pipeline & HubSpot Management: Act as the gatekeeper for the COO’s CRM. - Reporting & Analytics: Compile weekly activity summaries and broker performance stats. - Project Coordination: Track open operational items and follow up with team members. - Personal Admin: Assist with travel coordination and other executive tasks. Benefits - $400 Placement Bonus after successfully completing your first 30 days with your first MOD client. - Independent Contractor Referral Program – Earn up to $330 for every successful referral. - MOD Cash Advance Program available after 6 months of active service with MOD client/s. - Comprehensive HMO Coverage for you and 1 dependent, starting after 6 months of active service. - Dental Benefits through Maxicare Dental Hub. - Optical Reimbursement for HMO principal members. - Group Life Insurance with Accidental Death & Dismemberment coverage. - Maternity Reimbursement for both normal and Caesarean delivery. - 6 Paid US Holidays. - 7 Additional Vacation Leave Credits after 10 months of active service. - 7 Additional Sick Leave Credits after 1 year of active service. - Unlimited Upskilling Opportunities through MODUniversity. - Mentorship and collaboration with global leaders and teams. - Clear career advancement pathways within the organization. - Diverse, inclusive, and supportive workplace environment.