Executive Assistant

Executive Assistant

New York, NY

Hybrid

The Executive Assistant will provide support to a leader at this financial services firm in their NYC office.

Primary Responsibilities:

• Manage a busy and constantly changing calendar, using good judgment to prioritize meetings and commitments based on business needs.
• Keep track of important deadlines, tasks, approvals, and follow-ups for the leader, making sure they are aware of upcoming meetings and responsibilities.
• Handle incoming calls and requests, using good judgment to determine the appropriate response and connect people with the right contacts.
• Work closely with strategic leadership members, clients and other important contacts.
• Organize internal and external meetings, including booking conference rooms, setting up video calls, arranging catering and restaurant reservations, and preparing and sharing meeting materials.
• Coordinate board meetings, including scheduling, logistics, and related documents.
• Use Salesforce to keep client information, interactions, and activity organized and up to date.
• Prepare PowerPoint presentations and draft emails, letters, and other written communications.
• Arrange frequent business travel, including flights, hotels, and transportation, and prepare detailed itineraries and agendas.
• Help with expense reports, invoices, and other administrative tasks as needed.

Qualifications:

• Bachelor’s degree preferred
• 10+ years of experience, ideally in a client-focused, technology, banking, financial services, or similar environment supporting senior executives
• Ability to handle sensitive and confidential business and employee information with professionalism and discretion
• Strong organizational skills with the ability to prioritize and manage multiple projects and responsibilities at the same time
• Responsive and able to work with a strong sense of urgency when handling requests and completing tasks
• Strong attention to detail with a focus on accuracy
• Strong working knowledge of Microsoft Office, including Word, PowerPoint, and Excel, as well as Adobe and Salesforce. Comfortable using Microsoft Teams and OneDrive. Experience with Concur and DocuSign is a plus