Executive Assistant

Role Overview

An investment firm is seeking a seasoned Executive Assistant to deliver comprehensive administrative support to a senior leader within a dynamic, client-centric setting. The ideal candidate is highly organized, discreet, proactive, and experienced in managing multiple priorities while acting as an effective liaison among internal teams and external clients.

Key Responsibilities

• Provide focused administrative assistance to a senior executive.
• Oversee a complex and ever-changing calendar by managing scheduling, prioritizing appointments, and resolving conflicts.
• Arrange meetings including booking conference rooms, preparing materials, and managing logistics.
• Ensure the executive arrives punctually and well-prepared for all engagements with necessary documentation provided beforehand.
• Act as a polished point of contact between clients, external executive assistants, and internal stakeholders.
• Organize business travel plans encompassing flights, accommodations, car services, dining reservations, and itineraries.
• Prepare and process expense reports utilizing expense management software.
• Track urgent communications and occasionally offer support outside standard working hours.
• Anticipate upcoming priorities to guarantee timely preparation of materials and deliverables.
• Offer backup administrative support as needed to other team members.
• Identify and escalate issues appropriately, employing a solutions-oriented approach to challenges related to scheduling and logistics.

Candidate Qualifications

• Minimum of five years providing direct administrative support to one or more senior executives.
• Possession of an undergraduate degree or comparable experience is preferred.
• Prior experience within financial services or investment firms is advantageous.
• Proficiency in Microsoft Outlook and Excel at an advanced level.
• Familiarity with expense reporting platforms such as Concur, Databasics, or similar tools.
• Strong written and oral communication capabilities.
• Exceptional judgment, discretion, and aptitude for managing confidential information.
• Meticulous attention to detail, precision, and commitment to task completion.
• Excellent organizational skills including effective prioritization, time management, and multitasking.
• Capability to work autonomously while fostering collaboration at all organizational levels.
• Comfortable operating in a fast-paced, deadline-driven environment with frequent client interaction.
• Flexibility to assume additional responsibilities as business demands evolve.