Executive Assistant

Posting Description

Who We Are

Lenox Advisors brings together sophisticated solutions in wealth management and insurance services to high-net-worth individuals and their families. As a wholly owned subsidiary of NFP Corp., an Aon Company, we combine the culture of a boutique firm with the stability and backing of a large corporation to create an environment that’s truly unique. NFP is a multiple Best Places to Work award winner in Business Insurance. We’re a recognized Elite Agency award winner and a leading property and casualty broker, benefits consultant, wealth manager, and retirement plan advisor. NFP provides solutions enabling client success through the expertise of over 8,000 global employees, investments in innovative technologies, and enduring relationships with highly rated insurers, vendors and financial institutions. To learn more, please visit: https://www.NFP.com.

Position Summary & Overall Purpose

Exciting opportunity to support 2 senior executives at a thriving wealth management and insurance services firm. An ambitious and highly professional Executive Assistant is needed to provide a range of administrative support. The ideal candidate will have a background in financial services or insurance. This role will office out of both Stamford, CT and New York, NY.

KEY RESPONSIBILITIES

• Complex daily calendar management

• Coordinate calendars by forecasting commitments and identifying potential scheduling conflicts. Demonstrating flexibility and problem-solving abilities to adjust or prioritize schedules based on sensitive matters and/or last-minute changes.

• Send and manage meeting invitations, confirm participants, and adjust schedules as priorities shift

• Meeting management

• Plan and prepare for key meetings by crafting agendas and coordinating logistics.
• Reserve and manage conference rooms.
• Draft emails and other business communications on the executives’ behalf.

• Responsible for greeting external meeting attendees, fielding phone calls, reviewing incoming mail.

• Travel & logistics/Expense Management

• Arrange domestic and international travel using Concur - including flights, car service, hotels, and dining reservations. Develop itineraries/agendas and book meeting accommodations.

• Track expenses and prepare expense reports regularly in Concur to ensure timely reimbursement.

• Events

• Support coordination of in-office and offsite team events, leadership meetings, and executive-sponsored gatherings. Work with event coordinator and other EAs.
• Assist in managing logistics including venue, catering, materials, and attendee communications

• For certain events serve as the point of contact for event vendors and internal partners during planning and execution

• Additional Support

• Working alongside the executive to manage special projects and ad-hoc requests.
• Work closely with the EA to the COO, EA to the Chief Strategy Officer, and the Executive Leadership Team to provide unified support.
• Provide a bridge for smooth, accurate communication between the executives’ office and internal departments, demonstrating leadership to maintain credibility, trust and support.
• Maintain confidentiality on all business matters and work independently on special assignments.
• Participate in regular departmental meetings and training and development sessions as directed.

QUALIFICATIONS & EXPERIENCE

• Bachelor’s degree or equivalent experience
• High level of professionalism with proven experience (7+ years) supporting a C-suite or senior executive in a fast-paced environment
• Proficient in Microsoft office (Outlook, Word, Excel, PowerPoint, One drive, CoPilot and Teams), Zoom, Concur, LinkedIn Learning
• Develop a high level of knowledge in navigating our internal Customer Relationship Management system (FieldTech)
• Exceptional organizational skills and attention to detail
• Excellent communication (verbal and written) and interpersonal abilities
• Strong judgment and discretion with sensitive information and stakeholder relationships
• Motivated self-started with demonstrated ability to problem-solve, manage competing priorities, anticipate needs without being asked
• Highly flexible due to nature of working in a fast-paced corporate environment
• Team-oriented and collaborative, with the ability to work independently

What We Offer

We’re proud to offer a competitive salary, PTO & paid holidays, 401(k) with match, exclusive discount progr…