Executive Assistant to Group Head

Job Title: Executive Assistant to Group Head at Financial Services Firm

Location: South Florida

Position Summary: We are looking for a highly organized and proactive Executive Assistant to support the Group Head of our financial services firm. This position demands outstanding communication skills, meticulous attention to detail, and the ability to juggle multiple tasks in a dynamic environment. The ideal candidate will have a solid background in executive assistance, including expertise in travel coordination, calendar management, and expense tracking.

Key Responsibilities:

Calendar Management:

• Effectively manage the Managing Partner's schedule, arranging meetings, appointments, and events.
• Prioritize and resolve scheduling conflicts to maximize the Managing Partner’s productivity.

Travel Coordination:

• Organize all elements of business travel, including private jet bookings, hotel reservations, ground transport, and itineraries.
• Ensure all travel logistics are executed smoothly and reflect the Managing Partner’s preferences.

Expense Tracking:

• Prepare and submit expense reports, ensuring they are accurate and comply with company policies.
• Monitor and manage expenses related to travel and other executive functions.

Communication Management:

• Act as the primary contact for internal and external communications, screening calls and managing correspondence.
• Prepare and refine presentations, reports, and other documents as necessary.

Meeting Coordination:

• Organize and prepare for board meetings, executive team gatherings, and other significant events.
• Take minutes and follow up on action items as needed.

Confidentiality and Discretion:

• Uphold a high level of confidentiality concerning sensitive information and company affairs.

Qualifications:

• Bachelor’s degree or equivalent experience.
• At least 8 years of experience as an executive assistant, preferably in the financial services sector.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiar with travel management tools.
• Strong organizational abilities with a proven track record of prioritizing tasks and meeting deadlines.
• Excellent written and verbal communication skills.
• Capable of working both independently and collaboratively in a fast-paced setting.
• High degree of professionalism and discretion.

Preferred Skills:

• Experience with private aviation and charter logistics.
• Familiarity with expense management software.

What We Offer:

• Competitive salary and benefits package.
• Opportunity to work closely with senior leadership in a vibrant industry.
• Professional development opportunities.

Compensation: Base salary of $100,000 - $115,000 plus year-end bonus.