Executive Administrative Assistant

LPL Financial•New York, NY

22h•$39 - $65

About The Position

The Executive Assistant will provide executive administrative support to LPL’s Executive Vice President (“EVP”) and leadership team, reporting directly to the EVP. The Executive Assistant’s primary responsibilities include managing heavy travel, scheduling meetings, maintaining calendars and files, generating and mailing correspondence, and other duties as assigned.

Requirements

10+ years’ experience in executive administration support.
5+ years’ experience working with of all Microsoft applications - Excel, PowerPoint, Outlook, Word (MS Office Certification or equivalent operating knowledge preferred)
5+ years’ experience travel arrangement experience with proven success working across multiple time zones.
Impeccable organizational and time management skills with the ability to multitask and prioritize effectively under pressure.
Team-oriented experience and the ability to create solid working relationships with other administrative staff and others within the department.
High level of integrity and the ability to maintain confidentiality with sensitive information.
Ability to interact with people of all levels, clients and senior leadership, in a confident, professional manner.
Exceptional written and verbal communication skills.
An adaptable and flexible approach to thrive in a rapidly changing environment.
A proactive and solution-oriented mindset, anticipating needs and taking initiative.

Nice To Haves

Financial Services industry experience or supporting a growth organization is a plus.
Associate or Bachelor’s degree

Responsibilities

Handle all day-to-day responsibilities for the executives they support. This includes and is not limited to answering emails, scheduling and coordinating meetings, booking conference rooms, and other general administrative functions.
Manage group distribution lists for the business unit, ensuring they are accurate and up to date.
Calendar all meetings and keep executives current with any changes; provide materials and order food/beverages where applicable.
Heavy Travel coordination: arranging all aspects of travel including air, lodging, and transportation in conjunction with the corporate travel department.
Ensure ease of travel (i.e., checking into hotel day before if EVP is travelling on a red eye, ensuring a block of time between red eyes and first meetings etc.)
Support client engagement activities by coordinating small-group meetings involving advisors, clients, subject matter experts, and executive leadership. Manage schedules, meeting logistics, materials, and follow-up to deliver a professional and organized experience
Management of expenses: organize receipts and input in Concur in a timely manner to ensure meeting billing schedule.
Prepare and review all documents for meetings as well as any department communications.
Plans events such as department holiday parties and on-site support/planning for town halls.
Act as “gatekeeper” to EVP to ensure EVP’s schedule is followed and respected.
Management of EVPs inbox.
Flag messages from other executives, clients and key business partners.
Forward escalations as needed to the correct business owners.
Partner with EVPs chief of staff to act on behalf of the EVP when appropriate by responding to emails.
Look ahead to all external meetings. Ensure prep meetings are scheduled and pre-read documents are received.