Executive Administrative Assistant

Job Description

JOB DETAILS

Our client is seeking for an Experienced Executive Administrative Assistant who can provide strong end-to-end administrative support to the senior leadership team.

This role’s responsibilities will include, but are not limited to, managing complex calendars, coordinating frequent travel arrangements, internal and external meeting organization and support, expense processing and management, ability to handle confidential communications, ad hoc event coordination and other miscellaneous administrative requirements. The role requires exceptional organizational and communication skills, commercial judgement and professionalism, maturity, discretion, and the ability to effectively act as a liaison between executives and various stakeholders.

Key Responsibilities:

• Calendar & Scheduling Management – coordinate complex calendars, communicate and correspond with internal/external participants, schedule conference rooms or external venues, address technology needs, and handle catering arrangements, as needed. Requires utilizing professional judgment with internal and external clients, navigating the Firm effectively, responding to requests, and having the ability to re-prioritize calls/meetings as needed.
• Expense Processing and Management – prepare, submit, and monitor expense reports and vendor payments for team members.
• Telephone Coverage for Executives – handle calls and emails professionally, and includes responding to inquiries, routing calls, and taking detailed messages.
• Confidential Information Handling – ability to maintain strict confidentiality and exercise discretion in sensitive matters.
• Manage other miscellaneous administrative activities including technology requests, preparing copies of meeting materials, managing supplies, coordinating equipment needs, reviewing/distributing incoming mail, and maintaining a fully-functioning work area
• Ad hoc business event coordination, special projects / requests as needed.

Required Qualifications:

• Education : Bachelor’s degree
• Experience : At least 8+ years of relevant Executive Administrative Assistant experience, preferably in the finance or investment management industry
• Exceptional organizational and multitasking abilities
• Excellent written, verbal, and interpersonal communication skills
• Ability to work independently and proactively, but also a strong team player, and willingness to take direction when needed
• Ability to prioritize tasks and follow-up with a sense of urgency
• Strong judgement, attention to detail / accuracy and accountability
• Positive attitude, with the willingness to take on ad hoc projects
• Proven ability to handle sensitive information with discretion and maintain confidentiality
• Advanced proficiency with Microsoft 365 (Outlook, Word, Excel, PowerPoint) and familiarity with corporate expense/travel tools (Concur)

Are you interested in this position?

Apply by clicking on the “Apply Now” button below!

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