Executive Assistant

Overview

• Provide comprehensive administrative support to senior executives in a dynamic financial services environment, ensuring seamless operations and effective communication.
• Coordinate complex calendars, schedule meetings, and manage travel arrangements to optimize executives' time and productivity.
• Serve as the primary liaison for internal and external stakeholders, fostering professional relationships and efficient collaboration.
• Oversee office management tasks, including inventory control, event planning, and maintaining a professional workspace.
• Collaborate with HR to support onboarding, offboarding, and office updates, ensuring smooth transitions and communication.
• Manage reception duties, providing a welcoming presence while handling administrative responsibilities effectively.
• Support video conferencing and logistics for visiting employees, ensuring technical and operational excellence.
• Contribute to a collaborative and fast-paced environment, driving organizational success through proactive support.

Key Responsibilities & Duties

• Coordinate executives' schedules, arrange meetings, and manage travel logistics using advanced tools and systems.
• Organize and execute office events, including celebrations and cultural activities, ensuring successful outcomes.
• Maintain office supply inventory, ensuring availability of essential items and a well-stocked pantry.
• Assist HR with onboarding and offboarding processes, facilitating smooth transitions for employees.
• Handle mail and deliveries, ensuring accurate distribution and efficient management.
• Provide professional reception desk presence, enhancing the office's welcoming atmosphere.
• Collaborate with building staff for maintenance, ensuring a clean and functional workspace.
• Support video conferencing needs and logistics for visiting employees, ensuring seamless operations.

Job Requirements

• Bachelor’s degree or equivalent required, preferably in a related field.
• 5-7 years of experience supporting senior executives, with financial services background preferred.
• Proficiency in Microsoft Office Suite and collaboration tools like Teams, Slack, and Zoom.
• Exceptional organizational, time-management, and communication skills.
• Ability to work independently and collaboratively in a dynamic environment.
• Strong attention to detail and proactive problem-solving attitude.
• Flexibility to work on-site five days a week, supporting a 50-person office.
• Experience in event planning and office management tasks is highly advantageous.