Job Description

Position Summary

We are seeking a highly organized and proactive Executive Assistant to support a dynamic team within a fast-paced financial services environment. The ideal candidate will have a strong sense of professionalism, attention to detail, and the ability to manage multiple responsibilities simultaneously. This role involves a mix of administrative support, calendar and travel coordination, event planning, and client interaction.

Key Responsibilities

• Manage telephone coverage, including answering calls, taking detailed messages, and ensuring coverage for team lines as needed
• Provide light to moderate client interaction and support
• Maintain calendars for meetings and conference calls, including scheduling and conflict resolution
• Coordinate logistics for meetings, including conference room bookings, catering, and audio/video conferencing setup
• Assist analysts with client event planning, Lucite awards, closing dinners, and outing coordination
• Arrange all aspects of business travel (flights, hotels, transportation, currency exchange) and obtain necessary travel approvals
• Prepare detailed travel itineraries and manage related documentation
• Prepare and submit expense reports promptly and accurately
• Draft and edit correspondence, memos, and presentations
• Prepare and assemble presentation materials including binding, copying, and collating
• Maintain and organize both physical and digital filing systems
• Navigate internal systems and resources to collect and distribute information, respond to requests, and support team needs
• Retrieve research and internal materials from internet/intranet resources
• Manage incoming/outgoing faxes and distribute mail and packages
• Arrange messenger and overnight courier services as needed
• Provide backup coverage for colleagues during vacations or absences and assist with their administrative tasks when necessary
• Maintain well-organized and fully functional workstations and shared team resources

Required Skills and Attributes

• Excellent communication, judgment, and problem-solving abilities
• Strong attention to detail and proven organizational/time management skills
• Enthusiastic, collaborative team player with a positive attitude and strong interpersonal skills
• Ability to thrive in a fast-paced environment and manage multiple priorities effectively
• Flexible and adaptable to shifting team and business needs

Preferred Qualifications

• College degree or equivalent corporate administrative experience preferred
• Proficiency in Microsoft Office Suite, especially Outlook for email/calendar management
• Familiarity with Excel, PowerPoint, and internet-based research tools
• Willingness to stay up to date with office systems, compliance policies, and ongoing technical training

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