Executive Assistant

Overview

• Provide high-level administrative support to five executives in a fast-paced financial services environment.
• Serve as the primary point of contact for internal and external stakeholders, ensuring smooth day-to-day operations.
• Coordinate and manage executives’ calendars, including scheduling meetings, appointments, and travel arrangements.
• Handle office management tasks, including inventory management, event planning, and maintaining a professional office environment.
• Collaborate with HR for onboarding and offboarding processes and office updates.
• Ensure the office is always neat, presentable, and stocked with necessary supplies.
• Provide front-facing reception duties while managing administrative responsibilities.
• Support video conferencing needs and assist with logistics for visiting employees.

Key Responsibilities & Duties

• Manage executives’ calendars, scheduling meetings, appointments, and travel arrangements using Concur system.
• Order catering for conferences and meetings, reserve rooms, and handle setup and cleanup.
• Plan and execute office events, including celebrations, cultural activities, and holiday parties.
• Maintain office supply inventory, order groceries, and ensure pantry/kitchen is stocked.
• Assist HR with onboarding and offboarding processes and communicate office updates.
• Receive and sort deliveries and mail, ensuring proper distribution.
• Provide professional reception desk presence while managing administrative tasks.
• Collaborate with building staff for office maintenance and supply replenishment.

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 mandatory.
• 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.