Our client is hiring an Executive Assistant to provide dedicated administrative support to the CFO and his team. This is a fantastic opportunity for a dynamic, quick-learning, and detail-oriented professional with a high energy level. The company values empathy, tact, and a strong desire to make a meaningful impact.

Key responsibilities include calendar management, independent work, and workload prioritization. You must have strong organizational skills, excellent written and verbal communication abilities, and the capability to anticipate needs effectively. This role involves regular interactions with senior leaders, requiring professionalism, a positive “can-do” attitude, and discretion.

If you are looking for a challenging and rewarding position where you can truly add value, we encourage you to apply.

Responsibilities

• Manage complex and multiple calendars by utilizing judgment in time allocation between meetings and meeting logistics. Coordinate and schedule all appointments, which may require last-minute changes, and communicate those changes promptly.
• Provides administrative support including general office and mailing/couriering correspondence.
• Handle confidential and non-routine information, applying extreme confidentiality and sensitivity regarding this information.
• Coordinate private air travel for several senior-level executives. Enter certain information about each flight into our flight system for tracking purposes.
• Assists in all out-of-town travel plans for the CFO both professionally and personally.
• Organize and distribute tickets to various sporting events with season tickets to the team.
• Manages phone calls and communicates messages in a professional and timely manner.
• Prepare and coordinate payment of invoices and expense reports. Maintains, tracks, reconciles, and submits expense reports, allocation of charges, and monthly credit card statements.
• Prepares all necessary forms for all political contributions and investments made by the company to ensure compliance with firm rules and regulations.
• Process charity contributions. Ensure all the necessary paperwork and approvals have been received. Track the donations to confirm that payment has been made before the event.
• Provide backup to the other executive assistants and other personal matters as needed.

Ideal Experience

• Bachelor’s degree with 3 plus years of professional experience required. Previous experience in the financial services industry is a plus.
• High degree of integrity with the ability to recognize the requirements of confidentiality and professionalism.
• Expert knowledge of Microsoft Office products, including Excel, Word and PowerPoint.
• Proven experience managing complex travel itineraries and calendars; proactive approach to calendar management professionally and efficiently.
• Outstanding organization, decision-making, and problem-solving skills. Solid business acumen, and experience applying compliance and related policies to executive’s interests.
• Manage several projects simultaneously, and able to thrive in a dynamic and fast-paced environment.
• Outstanding time management skills, ability to respond to challenging requests, handle tight deadlines, and manage last-minute requests with attention to detail and quality work.

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