Our client, a prestigious and fast-growing firm in the financial services industry, is seeking an experienced and highly organized Executive Assistant to support senior leadership in managing their day-to-day operations. This is a unique opportunity for a detail-oriented professional who thrives in a fast-paced environment and is capable of managing multiple high-priority tasks while maintaining a high standard of professionalism. The ideal candidate will play a key role in ensuring the smooth and efficient functioning of the executive office.
Job Overview:
The Executive Assistant will provide high-level administrative support to C-suite executives, including the CEO, CFO, and other senior leaders, assisting with both personal and professional tasks. This position requires a proactive, resourceful individual with excellent organizational, communication, and time-management skills. The Executive Assistant will serve as a key liaison between executives, internal teams, clients, and external stakeholders, ensuring smooth operations within the firm.
Key Responsibilities:
Executive Support: Provide comprehensive support to C-suite executives (CEO, CFO, etc.), including managing complex calendars, scheduling meetings, and coordinating travel arrangements.
Communication Management: Handle phone calls, emails, and correspondence on behalf of executives, prioritizing and responding to inquiries as needed. Serve as a professional point of contact for key clients and partners.
Meeting Coordination: Organize and prepare materials for meetings, including creating agendas, presentations, and reports. Take detailed meeting notes and ensure follow-up on action items.
Travel Arrangements: Coordinate complex domestic and international travel for executives, including flight, hotel, and transportation bookings, while ensuring efficient and cost-effective itineraries.
Document Management: Prepare, proofread, and edit documents, presentations, and financial reports. Ensure the proper filing and organization of confidential materials in compliance with industry regulations.
Project Management: Assist in the coordination of special financial services projects, track progress, and ensure deadlines are met. Help prepare presentations for internal and external meetings.
Client & Stakeholder Interaction: Act as the point of contact for clients, investors, and financial partners, managing relationships and ensuring exceptional service.
Expense Management: Monitor and process expenses, including preparing detailed expense reports and reconciling financial accounts for executives.
Event Coordination: Plan and organize internal and external events, such as client meetings, investment presentations, and corporate retreats.
General Office Support: Provide general administrative support to ensure efficient office operations, including managing office supplies, handling phone systems, and assisting with ad-hoc requests from other teams.
Qualifications:
Education: Bachelor's degree in Business Administration, Finance, Economics, or a related field is preferred.
Experience: 3+ years of experience as an Executive Assistant or in a similar role, preferably within the financial services industry or supporting senior-level executives in a corporate setting.
Skills:
Exceptional organizational and time-management skills with the ability to prioritize and handle multiple tasks in a fast-paced environment.
Excellent written and verbal communication skills, with the ability to interact professionally with executives, clients, and external partners.
Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
High attention to detail and the ability to handle confidential and sensitive financial information with discretion.
Proactive, self-starter with a strong ability to anticipate the needs of executives and act independently.
Experience with financial reports, presentations, and documents is a plus.
Other: Ability to work under pressure, manage changing priorities, and thrive in a dynamic, client-facing environment.
Preferred Skills:
Experience with financial services or investment management tools, project management software, or customer relationship management (CRM) platforms is a plus.
Knowledge of regulatory requirements and compliance within the financial industry is beneficial.
Experience working in a financial advisory, investment banking, or asset management firm is a plus.