Executive Assistant -Csuite

Executive Assistant

Location: New York, NY 10019

Work Schedule: On-site, 5 days per week

Position Summary

We are seeking a highly organized and proactive Administrative Assistant to provide comprehensive support to the Private Capital Group and Telecom & Technology Coverage teams. This role is responsible for managing executive calendars, coordinating travel arrangements, handling expense reporting, supporting client and visitor logistics, and assisting with a variety of team administrative and operational projects. The ideal candidate will possess strong organizational skills, attention to detail, and the ability to manage multiple priorities in a fast-paced environment.

Key Responsibilities

Executive & Administrative Support

• Provide day-to-day administrative support to senior executives and coverage teams.
• Manage complex calendars, schedule meetings, and coordinate internal and external appointments.
• Organize domestic and international travel arrangements, including itinerary preparation, flight bookings, hotel accommodations, and pre-travel documentation.
• Maintain executive contact lists, address books, and expense reports in a timely and accurate manner.
• Screen and prioritize meeting requests, ensuring executives focus on high-priority engagements.
• Coordinate conference calls, virtual meetings, and meeting logistics.

Client & Visitor Coordination

• Serve as a primary point of contact for visiting clients and internal stakeholders.
• Coordinate visitor schedules, travel arrangements, meeting logistics, and other local support requirements.
• Ensure a professional and seamless experience for clients and guests.

Team & Project Support

• Maintain and track quarterly earnings release calendars for public companies.
• Assist with updating and maintaining databases containing quarterly and annual earnings information sourced from SEC filings and financial data platforms.
• Support the preparation and production of client presentation materials, including printing, binding, and assembling pitch books.
• Coordinate with internal departments and external vendors regarding IT setup, system access, onboarding activities, and conference scheduling for new team members.
• Assist with special projects and ad hoc administrative initiatives as assigned.

Qualifications

• Prior experience providing administrative support to senior executives in a corporate or professional services environment.
• Strong organizational, time-management, and multitasking skills.
• Excellent verbal and written communication abilities.
• High attention to detail and ability to handle confidential information with discretion.
• Proficiency with Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint.
• Experience coordinating complex travel arrangements and managing executive calendars.

Compliance & Training Requirements

• Adhere to all applicable legal, regulatory, and internal compliance policies and procedures.
• Support financial crime prevention, fraud prevention, and related reporting requirements.
• Complete all mandatory compliance and professional training programs as required.
• Maintain the highest standards of professionalism, integrity, and confidentiality in all aspects of the role.