Executive Administrative Assistant

Executive Administrative Assistant Overview

• The Executive Administrative Assistant will provide high-level support to senior leadership, ensuring seamless operations and effective communication in a dynamic environment.
• Support the Chief Technology Officer and Managing Director, managing schedules, meetings, and correspondence with professionalism and discretion.
• Coordinate complex calendars, organize meetings, and prepare materials for presentations and discussions.
• Arrange domestic and international travel, ensuring detailed itineraries and real-time issue resolution.
• Maintain confidential digital filing systems, ensuring accessibility and organization of sensitive documents.
• Collaborate with internal stakeholders and external clients to facilitate effective communication and task execution.
• Assist in planning and executing firm events, offsites, and meetings, ensuring seamless coordination.
• Act as a proactive partner to leadership, anticipating needs and resolving issues independently.
• Contribute to a growing organization with opportunities for professional development and impactful contributions.

Executive Administrative Assistant Key Responsibilities & Duties

• Serve as the primary point of contact for assigned senior leadership, managing priorities and schedules.
• Coordinate meetings, conference calls, and appointments across multiple time zones with precision.
• Prepare and proofread materials, agendas, and presentations for internal and external use.
• Arrange travel logistics, including transportation and accommodations, ensuring smooth experiences.
• Draft and manage correspondence, maintaining professionalism and confidentiality.
• Organize and maintain digital filing systems for easy access to critical documents.
• Collaborate with administrative teams to ensure consistent support and coverage.
• Assist in planning and executing events, meetings, and offsites with attention to detail.
• Perform additional duties as assigned, contributing to organizational efficiency and success.

Executive Administrative Assistant Job Requirements

• Bachelor’s degree required, preferably in a related field such as Business Administration.
• 7-10 years of executive administrative experience supporting senior leadership in financial services.
• Advanced proficiency in Microsoft Office Suite, including Outlook, Word, PowerPoint, and Excel.
• Exceptional organizational skills and attention to detail, capable of managing multiple priorities.
• Strong interpersonal and communication skills, comfortable interacting with senior executives and clients.
• Ability to work independently, exercising sound judgment and discretion with confidential information.
• Willingness to provide support outside standard business hours as needed.
• Proactive, solutions-oriented approach with a polished and professional presence.
• Experience in managing travel arrangements and expense reporting effectively.