Executive Assistant

Job Summary

We are seeking a highly experienced and detail-oriented Executive Assistant to support two Executive Directors and provide backup assistance to other senior leaders. This role requires exceptional organizational, communication, and time management skills, along with the ability to handle sensitive and confidential information with discretion. The ideal candidate is proactive, professional, and capable of working independently in a fast-paced, global corporate environment.

Key Responsibilities

• Provide high-level administrative support to two Executive Directors and, when needed, to additional Managing Directors.
• Coordinate complex calendars, proactively resolving scheduling conflicts and prioritizing meetings.
• Arrange domestic and international travel, including flights, accommodations, transportation, visa processing, and itineraries.
• Prepare and process expense reports, vendor payments, and travel pre-approvals in compliance with firm policies.
• Organize and manage logistics for meetings and departmental events, including catering, A/V setup, and venue booking.
• Track team priorities and assist with highly confidential documentation and communications.
• Liaise with internal departments (e.g., IT, Facilities, Finance, Legal) to support executive operations.
• Provide call screening and phone coverage for executives.
• Support administrative tasks such as document preparation, printing/collating, visitor coordination, and mail/shipping logistics.
• Collaborate closely with peer executive assistants across global offices (Americas, EMEA, Asia).
• Maintain executive distribution lists, take meeting minutes, perform basic research, and manage ad hoc administrative projects.
  
  

Required Qualifications

• 10 years of experience supporting senior executives with demonstrated success.
• Strong interpersonal skills with the ability to communicate clearly and professionally at all levels.
• Excellent organizational, multitasking, and time management skills.
• Advanced proficiency in Microsoft Office Suite, particularly Outlook, Word, Excel, and PowerPoint.
• Ability to handle confidential information with discretion and integrity.
• Demonstrated ability to work both independently and as part of a collaborative team.
  
  

Preferred Qualifications (if Any)

• Experience in the financial services industry or similar high-level corporate environment.
• Prior experience supporting C-suite or Operating Committee-level executives.
• Familiarity with global operations and working across multiple time zones.
• Knowledge of expense and travel management tools (e.g., Concur, Workday).
  
  

Certifications (if any)

• None required, though administrative or executive assistant certifications are a plus.
  
  

JR

Skills: team collaboration,multitasking,travel,microsoft office suite,administrative,management,discretion,time management,directors,management skills,skills,discretion and integrity,organizational skills,operations,communication skills