Executive Administrative Assistant, Executive Leadership Team (NY Office)

About Our Company

We’re a diversified financial services leader with more than $1.5 trillion in assets under management, administration and advisement as of year-end 2024. Our team of 22,000 people across 19 countries, serves more than 3.5 million individual, small business and institutional clients. We are a longstanding leader in financial planning and advice, a global asset manager and an insurer. Our unwavering focus on our clients and strong financial foundation connects each of our unique businesses – Ameriprise Financial, Columbia Threadneedle Investments and RiverSource Insurance and Annuities. Here, we foster meaningful careers, invest in the future, and make a difference for clients, institutions and communities around the world.

Job Description

Reporting into the Primary Executive Assistant of the Chairman & CEO, this role provides executive administrative support to the Chairman & CEO and other members of the Executive Leadership team (ELT) in the New York office. Partnering with the Primary Executive Assistant, responsibilities include hosting external clients and visitors, coordinating arrangements for the Chairman & CEO, managing logistics for meetings, conferences, offsites, special events, tracking NY office space, keeping records of location schedules for executives, and proactively managing CEO schedule to ensure timely meetings. Proactively and independently complete ad hoc requests and manage projects. Train, mentor, and backup other assistants as needed.

This role includes a mix of high-touch support during peak times and quieter periods between engagements, requiring strong judgment on when to lean in and when to remain in a support-ready posture. This is a unique opportunity in a high-visibility, in-office role in New York. The position is intentionally designed around real-time, high-touch executive support—ensuring every onsite interaction runs seamlessly, from meeting flow to visitor experience. It’s a great fit for someone who brings strong executive presence, enjoys being highly responsive and detail-oriented, and is comfortable in a role that blends hands-on support with periods of downtime between executive engagements.

Key Responsibilities

• Greet visitors – both internal executives traveling to the New York office as well as board members, key external stakeholders, vendors, and regulators. Interact regularly with guests and ensure they are well taken care of. Serve as the primary liaison to the New York office for Executives across the firm and track office space and location schedules.
• Manage logistics for executive meetings and/or conferences by interacting with internal/external clients/partners globally to coordinate accommodations, technology, meeting materials and supplies. Serve as a liaison to Ameriprise Security team and building security. Compile, track and distribute visitor list and travel schedules. Accept all vendor deliveries such as mail, catering, florists, movers, deliveries, etc.
• Effectively prioritize the Chairman & CEO’s time and proactively ensure Chairman & CEO’s schedule remains on track. Monitor Chairman & CEO’s email and highlight and/or print urgent correspondence if necessary (while in NY office)
• Partner with Primary Executive Assistant when needed to handle travel arrangements, expense reports, invoices, and other misc. reports.
• Coordinate personal arrangements and engagements for the Chairman & CEO (arranging meals, planning recognition, and administering other tasks). Proactively recommend process improvements to ensure Chairman & CEO’s office operates effectively and efficiently.
• Manage and/or participate in various projects (implementing process improvements, managing the coordination of

Required Qualifications

• 5 years of relevant administrative experience supporting an Executive/C-Suite with a proven track record of progressively increased administrative responsibilities
• Proficiency with computer programs (MSWord, Excel, PowerPoint, Access) and administrative programs (Outlook, Ariba Buyer, XMS, Concur, etc.) as well as internet savvy
• Ability to anticipate needs and proactively use independent judgement to act on behalf of the executive leader
• Comfortable with hands-on, detail-oriented support (printing, materials, pacing meetings)
• Exceptional organizational skills and impeccable attention to detail.
• Highly responsive and anticipatory, with a service mindset
• Confident operating in a role that is…