Executive Assistant

Engage fi

29d•Onsite

About The Position

The Executive Assistant provides executive support essential to the mission and the day-to-day operation of the CEO. Responsibilities include general office management and efficiency; screening calls; managing calendars; making travel, meeting and event arrangements; preparing agendas, meeting minutes, reports, and presentations; and handling client relations. The Executive Assistant works independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion. The Executive Assistant is an integral part of the overall team’s success.

Requirements

Expert level verbal and written communication skills
Leadership skills to manage competing requests and demands from multiple people
Strong organizational skills with attention to detail
Superior time management skills with a proven ability to meet deadlines
Ability to work independently and maintain competing priorities of leaders
Ability to maintain confidential information
Strong communication and relationship management skills
Comfortable coordinating with internal team members and external service providers
Ability to function well in a high-paced environment
Strong skills with Microsoft Office and Adobe Products: Outlook, Excel, Word, Acrobat/PDF
Desire to learn about the financial services industry, systems, and technology to grow in responsibilities and further support the leadership team
BS/BA or equivalent combination of education and/or experience required
5+ years of executive assistant experience
Prolonged periods of sitting at a desk and working on a computer
Must be able to lift up to 15 pounds at times

Responsibilities

Completes a broad variety of administrative tasks for the CEO including: managing an active calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings
Processes all incoming correspondence received in the office for the CEO and other departments prioritizing and determining its disposition. Directs mail to appropriate internal staff with instructions and/or suggestions for preparation of a reply. Responds to and handles confidential and sensitive information with poise, tact, and diplomacy
Reviews, proofreads, and formats correspondence, presentations and outgoing communications as required. Ensures accuracy, completeness and consistency aligned with the organizations policy. Edits and completes first drafts for written communications to external stake holders
Plans and coordinates meetings, team retreats, & special events. Assists in coordinating the agenda of senior leadership team meetings and off-sites, and all staff meetings
Prepares background information and supporting documents in preparation for meetings, conferences, interviews and speaking engagements
Maintains files used by the CEO and Senior Leaderships team and corporate files of the organization. Catalogues and files important company documents in both print and digital format
Coordinates office catering, gifts, office supplies and ensures efficient management of the office
Prioritizes conflicting needs; handles matter expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures