Executive Assistant

OVERVIEW

The Executive Assistant plays a crucial role in providing comprehensive administrative and operational support to senior executives within the Capital Markets sector. This position involves managing a variety of tasks including financial and human resources administration, relationship management, and the coordination of departmental events, all aimed at enhancing the efficiency and effectiveness of the business group.

The ideal candidate will possess a strong background in administrative support, with a proven ability to liaise with senior leadership in a fast-paced environment. They will demonstrate exceptional organizational skills, attention to detail, and the ability to work independently while also collaborating effectively with diverse stakeholders. Proficiency in tools such as Salesforce and Travel Concur will be essential for success in this role.

Location: New York, NY (Onsite 4 days a week)

Contract Length: 12 months, with the possibility of extension or conversion to FTE

Hours: 8 AM - 5 PM

Pay W2: $32

RESPONSIBILITIES

• Provide subject matter expertise and advice related to assigned strategic initiatives while managing relationships for those initiatives.
• Build effective relationships with internal and external stakeholders to facilitate collaboration and communication.
• Analyze data and information to break down strategic problems and provide insights and recommendations.
• Gather and format data into regular and ad-hoc reports and dashboards for management review.
• Lead the planning, coordination, and implementation of departmental events to enhance team engagement.
• Provide senior-level administrative and operational support within a large, diverse team, including one or more senior executives.
• Employ systems such as customized exception reports and tracking reports to manage information effectively.
• Integrate information from multiple sources to enable more efficient processes and streamlined reporting.
• Coordinate and monitor budgets, reporting on results versus budget expectations.
• Coach and mentor junior administrative assistants to enhance their capabilities in fulfilling job responsibilities.
• Manage and monitor calendars, dispatch meeting invitations, book meeting rooms, and arrange resources for efficient meeting facilitation.
• Develop and maintain a filing system to ensure easy access to business and operational reports and documentation.
• Support the development of tailored messaging, including writing, editing, and distributing communications such as correspondence and presentations.
• Process invoices for payment in adherence to documented processes and vendor agreements.
• Make travel arrangements, including booking flights and hotel reservations as needed.
• Liaise with internal business units and external vendors to coordinate premises and building-related matters.
• Maintain supplies inventory by checking stock levels, anticipating needs, and placing orders for supplies.
• Track overtime, on-call claims, staff vacations, and absences to ensure consistency in entitlement and staff availability.
• Coordinate training requirements for staff, including research, booking, cancellations, and confirmations.
• Organize work information to ensure accuracy and completeness while proposing new solutions to enhance processes.

QUALIFICATIONS

• Typically 5-7 years of relevant experience in an administrative or professional support function, demonstrating progressive responsibility.
• Post-secondary degree in a related field of study is preferred.
• Specialized knowledge from education and/or business experience is required.
• Experience liaising with senior leadership and operating confidently in a fast-paced, demanding environment.
• Proven experience in handling travel and hotel accommodations, particularly for international travel with multiple destinations.
• Exceptional verbal and written communication skills.
• Strong collaboration and team skills, with the ability to influence and engage stakeholders effectively.
• In-depth analytical and problem-solving skills.
• Experience with Travel Concur and Salesforce is essential.
• Strong attention to detail and organizational skills.
• Ability to work independently and as part of a team.
• Professional demeanor and a relatable approach to challenges.

TECHNICAL SKILLS

• Salesforce
• Travel Concur

PREFERRED

• Experience in the Capital Markets sector is a plus.

We are an equal opportunity employer and value diversity at our company. We do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, disability status, or other non-merit factor. We are committed to creating a diverse and inclusive environment for all employees.