Executive Assistant

Rockefeller Capital Management•New York, NY

10h•Onsite

About The Position

The Executive Assistant plays a critical role in ensuring the seamless and efficient operation of the Executive Office. This position requires a proactive, highly organized, and detail oriented professional with exceptional communication and project management skills. The ideal candidate demonstrates a commitment to delivering a white-glove level of service—anticipating needs, managing priorities, and ensuring every interaction reflects excellence. Responsibilities include overseeing complex calendars, coordinating travel, managing correspondence, preparing materials for meetings, and serving as a trusted liaison across departments and with external stakeholders. Discretion, sound judgment, and the ability to handle highly confidential information are essential.

Requirements

Bachelor’s degree required
5-10 years of professional experience, including direct Executive support in a fast-paced, dynamic environment.
Strong Microsoft Office proficiency (Word, Excel, PowerPoint).
Excellent written and verbal communication skills; strong proofreading ability.
Professional demeanor with a strong client‑service orientation.
Ability to prioritize effectively, manage multiple demands, and meet tight deadlines.
Exceptional attention to detail and organizational skills.
Reliable, discreet, and able to manage sensitive and confidential information with utmost professionalism.
Demonstrated ability to work both independently and collaboratively as part of a team.
Consistent, timely follow‑up and responsiveness.

Nice To Haves

preferably at a financial services firm

Responsibilities

Manage aspects of executive calendars and phone lines, ensuring precision in scheduling, prioritization, and travel coordination.
Coordinate and prepare for internal and external meetings, reserve conference rooms, arrange catering, prepare briefing materials, schedule attendees, and handle travel arrangements.
Organize and support regularly scheduled Committee meetings with flawless execution.
Maintain updated and accurate databases and records.
Serve as a communication hub between internal teams, senior leadership, clients, and external partners—ensuring confidentiality, trust, and effective follow through.
Prepare and process expense reports, check requests, and other administrative documentation promptly and accurately.
Create, maintain, and archive documents within an organized digital and physical filing system.
Uphold and document best practices to optimize workflow and consistency.
Leverage technology and available tools to streamline and improve administrative processes.
Plan and coordinate events as needed, acting as the primary point of contact for logistics, venues, guest lists, and RSVPs with a hospitality drive approach.
Support and execute special projects assigned by senior leadership.