Job Description

Great Culture with Hybrid Schedule!

We are seeking a highly organized, proactive, and detail-oriented Executive Assistant to support a Managing Director and their team within our high-performing financial firm. The ideal candidate will have prior experience in a large investment bank or similar fast-paced, professional environment and demonstrate exceptional ability to manage complex calendars, coordinate travel logistics, and handle confidential information with discretion.

Key Responsibilities:

• Calendar Management:
• Manage and coordinate a dynamic and demanding calendar for the Managing Director and team members, including scheduling internal and external meetings across time zones.
• Anticipate conflicts and proactively resolve scheduling challenges.
• Travel Coordination:
• Plan and book complex domestic and international travel arrangements, including flights, accommodations, ground transportation, and itineraries.
• Prepare travel documentation and manage changes in real-time.
• Expense Management:
• Prepare and process expense reports using internal systems in a timely and accurate manner.
• Ensure compliance with company policies and provide follow-up on reimbursements as needed.
• Meeting & Event Support:
• Organize logistics for team meetings, client events, off-sites, and video conferences.
• Prepare meeting materials, agendas, and follow-ups as required.
• Communication & Correspondence:
• Serve as a key point of contact and liaison for internal and external stakeholders.
• Draft, edit, and proofread communications and presentations as needed.
• Administrative Support:
• Maintain confidential files and records.
• Assist with onboarding of new hires, team coordination, and special projects.

Qualifications:

• 5+ years of executive assistant experience, preferably supporting senior leadership in a large financial institution or investment bank.
• Proven track record of handling sensitive information with the highest level of discretion.
• Strong organizational and multitasking skills; ability to work independently and prioritize effectively in a fast-paced environment.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint); familiarity with Concur or similar expense/travel systems a plus.
• Bachelor’s degree preferred but not required.

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