Headquartered in New York City, the firm specializes in primary and secondary sales and trading of fixed income, equity, and money market securities, as well as financial advisory (including M&A and private placements).
Our client is seeking an EA to the Office of the CEO
We are seeking a highly organized, proactive, and resourceful individual to join the firm as the Executive Assistant to the office of the CEO. This is a key role on the small but highly functional office of the CEO team, who provides comprehensive administrative support to the office of the CEO. The successful candidate will thrive in a fast-paced environment, be adaptable to changing priorities, and demonstrate a high level of professionalism and discretion.
Responsibilities
Provide high-level administrative support for the CEO, serving as both the primary point of contact and gatekeeper for internal and external stakeholders. Build and maintain strong relationships with internal and external stakeholders, acting as a liaison between the CEO and various parties.
Manage the CEO's complex and dynamic calendar, scheduling appointments, creating meeting agendas and documents, and setting up video conferences, meetings, town halls, and events. Proactively anticipate and solve scheduling conflicts, looking days in advance for ways to optimize time and efficiency. Prioritize commitments, and ensure efficient use of the CEO's time, rather than just slotting in meetings to openings.
Keep CEO on track during the day, setting up video calls in advance, printing meeting materials, and informing attendees of delays or changes in the moment (and rescheduling as needed)
Coordinate travel arrangements for the CEO
Handle the CEO's complex expenses
Coordinate executive-level events, functions, and engagements, including quarterly management meetings
Oversee coordination of firm-wide events, including the annual holiday party and summer event, delegating tasks as appropriate
Manage logistics for visitors, including arranging catering for meetings, room setup, equipment, and participant invitations
Manage incoming and outgoing phone calls, draft and edit emails and other written communications, and keep contacts up to date
Maintain an organized and up-to-date filing system for documents, records, and confidential information
Prepare and distribute departmental reports; ensure approvals and signatures are secured in a timely manner
Create documents in Word/Excel/PowerPoint, track email and holiday card lists, prioritize requests as they come in, and respond to inquiries with a sense of urgency
Handle sensitive and confidential information with the utmost discretion and professionalism
Provide light support work, including calendar and phone, for the Chief of Staff
Complete any reasonable projects or tasks as requested by CEO or his Chief of Staff
Required Qualifications
Bachelor's degree
3-10 years' experience as an Executive Assistant or similar role supporting C-level executives, preferably in the banking or consulting sectors
Exceptional organizational skills and the ability to multitask and ruthlessly prioritize
Excellent written and verbal communication skills, with exceptional attention to detail
Proficient in using productivity tools and software, including MS Office suite (Outlook, Word, Excel, PowerPoint)
Professional discretion to handle confidential information, highest levels of integrity. Discretion and the ability to maintain strict confidentiality
Flexibility to adapt to changing priorities and work in a fast-paced, deadline-focused environment
EXCELLENT attention to detail, with a healthy amount of self-motivation to get things done correctly
Strong interpersonal skills and the ability to work with individuals at all levels of the organization
Strong work ethic coupled with a sense of urgency around completing tasks
Resourceful and proactive, with the ability to complete a high volume of tasks and project independently
A "can do" attitude
Preferred Qualifications
Project management experience
Technology savvy
The desire to make improvements on existing processes
We offer a competitive total rewards package including:
Hybrid workplace: work from home 2 days per week!
Health insurance: competitive medical, dental, and vision programs
Commuter benefits
401(k) with a company match
Charitable contribution match program for employees
Company-paid life insurance, short-term and long-term disability insurance
Paid time off: vacation, personal days, sick leave, etc.
Intentional culture celebrations and social outings
Salary is $110K-$125K base plus a discretionary bonus