Executive Assistant

Siebert Williams Shank•Detroit, MI

27d

About The Position

Siebert Williams Shank, a leading women and minority-owned investment banking firm offering underwriting, sales and trading, research, and advisory services, is conducting a search for an Executive Assistant who will (1) play a key role in assisting the CEO to fully deliver on her responsibilities through articulate communication, proactive and smart project management, relationship stewardship, research and briefing, and hands-on logistical support, (2) under general direction, provide comprehensive administrative support to a SMD, and (3) perform a variety of administrative tasks. This position requires the ability to anticipate needs, think critically, exercise good judgment in a variety of situations, strong written and verbal communication, organizational skills, and maintain a realistic balance among multiple priorities.

Requirements

Proficient with Microsoft Office Suite, especially Word and PowerPoint; be adept with technology
Excellent and polished communication skills, both oral and written; comfortable creating first drafts, proofreading and checking documents for accuracy; ability to communicate with discretion for confidential and sensitive information and projects; poised, professional, bright, and articulate, as you will be representing the CEO and the firm to external partners
Strong project management skills and the ability to see a project through to completion
A can-do attitude and the willingness to move into new projects
Excellent interpersonal and organizational skills – following up with tact and persistence when necessary
Robust attention to detail
Excellent time management skills with a proven ability to meet deadlines
Strong analytical and problem-solving skills - creativity in providing solutions or figuring out tricky situations
Possess a high tolerance level, can remain calm and function productively in a high-paced and at times stressful environment
Minimum of 10 years of recent, full-time experience assisting a high-level / c-suite executive, preferably in the financial services industry
Bachelor's degree or equivalent experience

Responsibilities

Serve as a principal writer and project manager for assembling the CEO’s speeches, talking points, written communications to external stake holders, and other correspondence where needed; coordinate with team members on updating firm presentations; handle all communication with tact, discretion and good judgement
Be present at high-level and event prep meetings
Take ownership of invitations to various external virtual and in-person events
Follow up on contacts – when directed – made by the CEO and support the cultivation of ongoing relationships
Ensure the CEO's professional profiles is kept updated and respond to requests for material regarding the CEO and the organization in general, upon approval from the firm’s Compliance department, when necessary
Learn from and work with the CEO’s current Executive Assistant to anticipate and manage preparation needs for all meetings and events, manage flow of information to and from the Office of the President and across departments, and coordinate travel logistics
Manage special projects as requested
Other duties as assigned including but not limited to answering the main telephone line and respond to inquiries, daily retrieval and distribution of mail, providing hospitality to all guests helping to create a welcoming environment, keeping up with office supply inventory
Provide smart calendar management & coordinate travel logistics with an understanding of what is priority
Manage expense review and reimbursement
Coordinate with team members on updating firm/department presentations
Other duties as assigned including but not limited to answering the main telephone line and respond to inquiries, daily retrieval and distribution of mail, providing hospitality to all guests helping to create a welcoming environment