Leading Boutique Investment Bank located in Downtown Manhattan is seeking a new Full-Time/Permanent Executive Assistant to support the Office of the CEO, which will include primary executive administrative support for the CEO, lighter support for the Chief of Staff, and ad hoc support for the Associate, HR and Marketing/Communications, who are all fantastic to work for/with! The CEO has his own dedicated Personal Assistant, so this role will be focused solely on the executive business support side. Candidates must have a minimum of 3-10+ years of experience supporting a C-level Executive (does not have to be a CEO!), ideally within financial services (strongly preferred), and a Bachelor’s degree is required. Ideal candidates should be extremely polished and professional, highly organized, proactive, resourceful, lighthearted, hardworking, calm under pressure, accustomed to working in a fast-paced, ever-changing environment, and possess excellent interpersonal and communication skills (both verbal and written). This is a minority-owned company with an incredibly positive/friendly and collaborative work culture!
Salary depends on experience (110-130k base), plus year-end discretionary bonus. Company also pays a portion/heavily subsidizes a premium of competitive medical/dental/vision plan monthly and offers a 401(k) company match, commuter benefits, charitable contribution match program for employees, company-paid life insurance, short-term and long-term disability insurance, etc.
Hours are 8:30am-5:30pm, with flexibility. Hybrid work schedule (3 days in office/2 days remote).
Responsibilities:
Provide high-level executive business administrative support for the Office of the CEO, serving as both the primary point of contact and gatekeeper for internal and external stakeholders. Build and maintain strong relationships with internal and external stakeholders, acting as a liaison between the CEO and various parties.
Schedule and organize extensive internal and external meetings, conference/video calls, town halls, events, and appointments; create agendas and prepare and distribute meeting materials; manage and maintain the CEO’s complex and dynamic calendar. Proactively anticipate and solve scheduling conflicts, looking days in advance for ways to optimize time and efficiency.Prioritize commitments and ensure efficient use of the CEO’s time, rather than just slotting in meetings to openings.
Keep CEO on track during the day, setting up video calls in advance, printing meeting materials, and informing attendees of delays or changes in the moment (and rescheduling as needed).
Coordinate complex domestic and international travel arrangements and detailed itineraries for the CEO.
Prepare, process, and submit the CEO‘s complex expense reports.
Coordinate executive-level events, functions, and engagements, including quarterly management meetings.
Oversee coordination of firm-wide events, including the annual holiday party and summer event, delegating tasks as appropriate.
Manage logistics for visitors, including arranging catering for meetings, room setup, equipment, and participant invitations.
Manage incoming and outgoing phone calls, draft and edit emails and other written communications, and keep contacts up to date.
Maintain an organized and up-to-date filing system for documents, records, and confidential information.
Prepare and distribute departmental reports; ensure approvals and signatures are secured in a timely manner.
Create documents in Word/Excel/PowerPoint, track email and holiday card lists, prioritize requests as they come in, and respond to inquiries with a sense of urgency.
Handle sensitive and confidential information with the utmost discretion and professionalism.
Provide light support work, including calendar and phone, for the Chief of Staff.
Complete any reasonable projects or tasks as requested by the CEO or his Chief of Staff.
Requirements/Qualifications:
Minimum 3-10+ years’ experience supporting C-level Executive(s) as an Executive Assistant, ideally within financial services/banking or consulting sectors.
Bachelor’s degree required.
Exceptional organizational skills and the ability to multitask and ruthlessly prioritize.
Excellent written and verbal communication skills, with exceptional attention to detail.
Technology savvy; proficient in using productivity tools and software, including MS Office Suite (Outlook, Word, Excel, PowerPoint).
Professional discretion to handle confidential information, highest levels of integrity. Discretion and the ability to maintain strict confidentiality.
Flexibility to adapt to changing priorities and work in a fast-paced, deadline-focused environment.
Excellent attention to detail, with a healthy amount of self-motivation to get things done correctly.
Strong interpersonal and communication skills (both verbal and written) and the ability to work with individuals at all levels of the organization.
Strong work ethic coupled with a sense of urgency around completing tasks.
Resourceful and proactive, with the ability to complete a high volume of tasks and project independently
A flexible, “can do” attitude.
Project management experience a plus.
