Executive Assistant

Our boutique financial services company is searching for a professional, proactive and responsive Executive Assistant (EA) to support two Partners of the firm. The firm is supportive and encouraging of career growth opportunities.The EA will provide comprehensive support to two Partners of the Firm, including its Chief Executive Officer, ensuring smooth operation of the executives' day-to-day activities. The EA will manage schedules, communications, and operational needs, while maintaining a high level of discretion, professionalism, and adaptability in a fast-paced environment. The role demands strong organizational skills, attention to detail, and the ability to manage multiple tasks with precision and efficiency. Experience in financial services is required.The EA will also work closely with the Office Manager to collaborate on initiatives across the organization. This position is based out of our New York office 5 days per week. Job Duties: Administrative SupportManage the executives' calendars, including scheduling meetings, appointments, and travel.Act as the gatekeeper for the executives, handling correspondence, prioritizing requests, and managing inquiries.Coordinate and prepare materials for meetings, presentations, and reports.Ensure all documentation is accurate, filed properly, and easily munication ManagementServe as the point of contact between the executives and internalexternal stakeholders.Draft, review, and send professional correspondence on behalf of the executives.Maintain confidentiality in handling sensitive information.Manage and screen emails, phone calls, and other forms of communication.Project CoordinationAssist in managing and coordinating special projects.Research, compile, and organize information required for reports or decision-making.Track project progress, timelines, and deliverables, ensuring deadlines are met.Meeting & Event PlanningSchedule, organize, and prepare agendas for executive meetings, Board meetings, and client engagements.Coordinate travel arrangements, including booking flights, hotels, transportation, and itineraries.Plan, coordinate, and execute events such as corporate functions, team meetings, or client dinners.Financial & Budgetary AssistancePrepare and manage expense reports, ensuring timely submission.Assist in tracking and reconciling budgetary expenditures for projects or departments the executives oversee.Coordinate with finance teams on budgetary reviews, financial documents, and approvals.Operational EfficiencyIdentify opportunities to improve workflow, processes, and efficiency.Liaise with other administrative staff and departments to support broader operational goals.Miscellaneous TasksHandle personal requests for the executives, as needed.Manage special assignments as they arise, offering flexibility in scope of work.Fill in for the Office Manager, as needed.Qualifications:Bachelor's degree preferred, preferably in business administration, finance, or related fieldAt least 2-4 years of experience working in administrative assistance to an executive in within financial services, banking, investment, or related industriesProficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook); knowledge of financial systemssoftware is a plusMust be extremely detail oriented, organized, and a self-starterEvent planning experience is preferred Strong verbal and written communication skills and the ability to effectively communicate with remote employees across all levels of the organization Proactive, solution-oriented approach to handling complex tasksHigh level of integrity and professionalismAbility to thrive in a fast-paced, high-stakes environment with changing prioritiesCompetitive compensation package based on experience and skills, with a target total cash compensation range of $125,000.

Created: 2024-11-02