Executive Assistant

Executive Assistant

About Us:

Stern is a dynamic and growing women-owned and led investment bank. If you thrive on learning new things in a team-oriented environment, Stern offers that opportunity. The Firm works with a wide variety of clients on issuing bonds to meet their capital needs. This includes large corporations and governmental entities around the country. Additionally, the Firm runs a municipal bond trading desk as well as an equity desk and deals exclusively with large institutional clients. Stern provides a diverse and equitable workspace, and does not discriminate on the basis of gender, race, age, sexual orientation or disability.

Contact: pfinn@sternbrothers.com

About the Role:

We are looking for a self-starting Executive Assistant with excellent organizational and communication skills. This role requires strong time management capabilities and an individual who is able to be both proficient in supporting daily operations for the Executive as well as proactive in identifying tasks and projects to ensure the executive's professional and personal needs are met with efficiency and discretion. In order to work closely with the Executive, this will be an in-office position.

Skills required

-       2 years of experience as an executive or personal assistant preferred

-       Proficiency in technology (Mac OS, Outlook, PowerPoint, Excel, MS Word)

-       Proactive and highly motivated

-       Detail oriented

-       Strong time management capabilities

-       Excellent communicator

-       Handle sensitive and confidential information with discretion.

1. Administrative Support:

• Manage and maintain executives' schedule, appointments, and travel arrangements.
• Coordinate and organize meetings, conferences, and events with internal senior leadership and external stakeholders.
• Prepare agendas, take minutes, and distribute relevant documents for meetings.
• Act as a liaison between the executive and internal/external parties. Handle phone calls, emails, and other forms of communication on behalf of the executive.
• Draft and proofread correspondence, reports, and presentations.

2. Information Management:

• Ensure timely and accurate flow of information to and from the executive's office. Coordinate with other staff members to ensure seamless communication within the organization.
• Conduct research and compile data to prepare reports or documents as needed.

3. Project Management:

• Proactively identify tasks and projects that require attention.
• Keep track of important deadlines and assist in prioritizing tasks.
• Assist in the planning, execution, and follow-up of various projects.
• Monitor project timelines and deadlines to ensure timely completion.
• Manage logistics for executive's personal commitments and events. When necessary, handle personal tasks and errands efficiently and discreetly.
• Adapt to changing priorities and handle multiple tasks simultaneously. Be available outside of regular working hours when necessary.