What are the responsibilities and job description for the Executive Administrative Assistant position at IFG - International Financial Group?
Job Title: Executive Administrative Assistant
Location: Hybrid - New York, NY (1-2 days in office per week)
Contract Duration: 12 months
About the Role:
Key Responsibilities:
1. Executive Support (Two Managers):
CTO (Manager 1):
- Manage customer-facing meeting logistics and scheduling
- Act as liaison between the CTO and external stakeholders
- Ensure timely follow-ups and meeting preparedness
Executive Leader - Consulting Division (Manager 2):
- Manage complex calendars, travel arrangements, and expense reporting
- Support team operations for the executive's 20-member organization
- Coordinate regular reporting, team communications, and planning sessions
2. Business Operations Support (7 Direct Reports):
- Act as primary business operations liaison across the extended team
- Coordinate with respective admins and team leads to manage:
- Onboarding support (Distribution Lists, hardware logistics, swag management)
- Purchase Order (PO) creation and tracking
- HR requests and system coordination
Ideal Candidate Will Have:
- Proven experience supporting multiple executives with varying priorities
- Excellent organizational, calendar, and travel management skills
- Ability to prioritize tasks and multitask across both strategic and administrative responsibilities
- Comfort with handling sensitive and confidential information
- Collaborative spirit with a “no task is too small” mindset
- Familiarity with internal tools/systems for onboarding, PO creation, and team coordination is a plus
Work Environment:
- This role is hybrid, based in New York City
- In-office presence required 1-2 days/week depending on team needs
