Our client is seeking an experienced Executive Assistant to support a C-level executive within a dynamic financial services environment. This role requires exceptional judgment, discretion, and organizational skills, serving as a trusted partner in managing complex priorities and ensuring the executive’s time and focus are optimized.

Responsibilities

• Plan and arrange extensive domestic and limited international travel, including, but not limited to, preparing trip logistics, agendas, meeting materials, and detailed itineraries, which may require last-minute changes that occur outside of standard working hours, and communicate those changes in a timely and organized manner.
• Manage complex calendars by utilizing judgment in the allocation of time between meetings and meeting logistics. Coordinate and schedule all appointments consistent with the executives’ priorities, which may require last-minute changes, and communicate those changes in a timely and organized manner.
• Assist with the organization of day-to-day work and longer-term projects, including daily meeting materials, tracking follow-ups, email management, and preparation of project management-related materials (e.g., to-do lists, step plans, timelines, working group lists, etc.).
• Prepare and/or coordinate payment of invoices and expense reports. Maintain, track, reconcile, and/or submit expense reports, allocation of charges, and monthly credit card statements. Review travel & expense submissions for adherence to company policies. Coordinate team events (planning, logistics) and monitor spending on budget.
• Review and analyze requests and inquiries to disseminate, as appropriate.
• Provide administrative support, including filing, copying, scanning, typing, and mailing/couriering correspondence. Transcribe and organize meeting notes into a comprehensive document.
• Answer phone calls and communicate messages in a professional and timely manner.
• Handle confidential and non-routine information, applying extreme confidentiality and sensitivity in the dissemination of this information.
• Provide back-up to the other executive assistants as needed.
• Perform related duties as assigned.

Ideal Experience

• Bachelor’s degree or equivalent professional experience required; 8-10+ years of executive assistant experience in a corporate setting, with prior support of senior executives or C-level executives preferred.
• Demonstrated integrity and sound judgment, with a strong understanding of confidentiality and discretion.
• Exceptional organizational, decision-making, and problem-solving skills with the ability to anticipate future needs.
• Expert-level proficiency in Microsoft Office, including Excel, Word, and PowerPoint.
• Outstanding written and verbal communication skills.
• Proven self-starter who takes initiative, manages tasks independently, and drives work through completion.
• Ability to manage multiple projects simultaneously, handle tight deadlines, and adapt to last-minute requests in a fast-paced environment.
• Strong relationship-building skills with the ability to work both independently and as a collaborative team member.
• Close attention to detail and commitment to quality while effectively balancing competing priorities and deadlines.

#117940

Up to $125,000 salary per year (based on experience)