Executive Assistant

SOM•New York, NY

18d•$85,000 - $95,000

About The Position

SOM is seeking an Executive Assistant to support the CFO, CLO, and CPO. The role represents these executives with discretion, proactivity, and clear communication, and handles sensitive matters with professionalism and confidentiality. It provides complex calendar and travel coordination, manages routine personal business and function invoices, prioritizes communications and tasks, documents meetings and follows up on action items, conducts research, and prepares presentations, agendas, reports, and other materials. The Executive Assistant collaborates with colleagues and Executive Assistants across the firm, including globally, to support communication, scheduling, and client meetings. The position also manages client-visit logistics and guest access, maintains contact and electronic filing systems, and identifies administrative efficiencies and supports special projects. It may require time beyond routine hours to address last-minute needs and help executives meet business commitments. The role also includes leadership contributions such as mentoring and training, supporting consistent work plans, participating in professional development, contributing to sustainable strategies and firm policies, and helping protect SOM from financial and legal risk.

Requirements

Bachelor’s degree or higher preferred, or equivalent corporate experience.
At least 5 years of experience providing executive-level support.
Excellent interpersonal, written, and verbal communication skills.
Strong organizational and time-management skills.
Initiative, problem-solving ability, sound decision-making, and high attention to detail in a fast-paced environment.
Ability to communicate effectively with supervisors through timely and appropriate written, oral, and visual means.
Advanced computer skills, including document and presentation preparation, database management, contact management, and research.
High proficiency in Microsoft Office and Google Workspace.
Ability to manage one’s own workload and coordinate the activities of others.

Responsibilities

Represent the CFO, CLO, and CPO with discretion, proactivity, and clear communication with internal teams and external collaborators.
Handle sensitive matters professionally, confidentially, and judiciously.
Manage routine personal business matters, including expense reports, travel itineraries, timesheets, corporate credit cards, communication-device billing, and other needs.
Maintain routine function invoices, manage vendors, and obtain appropriate approvals and submit invoices to Accounts Payable and Vendor Management as required.
Prioritize and organize incoming tasks and communications according to urgency and business impact.
Attend and document key team meetings, track action items, and follow up to support accountability.
Conduct research as requested by the CFO, CLO, and CPO.
Maintain the executives’ schedules and calendars, and coordinate travel, team meetings, and project-team meetings.
Coordinate complex calendars for individuals and teams to support optimal scheduling and alignment.
Arrange travel, including flights and accommodations, and update calendars with travel details.
Collaborate with cross-functional teams globally to facilitate communication and information sharing.
Prepare presentations, agendas, reports, special-project materials, and other documents supporting team objectives.
Coordinate with Executive Assistants across the firm to facilitate meeting scheduling.
Identify, organize, and implement administrative projects and efficiencies for the officers and team.
Collaborate with internal teams to prepare for client meetings and manage client-visit logistics, including conference-room bookings, catering, and guest services.
Register external guests in the security system to facilitate building access and check-in.
Meet and greet clients professionally and create a welcoming environment.
Maintain the contact database and routine electronic filing system.
Provide miscellaneous support, including work beyond routine hours when needed to address last-minute requests.
Lead by example, mentor and train staff, define expectations and responsibilities, empower others, and delegate where appropriate.
Contribute with team members to a clear, consistent work plan supporting project budgets, deliverables, and schedules.
Participate in internal professional development opportunities.
Contribute to sustainable strategies in project assignments and the development of staff knowledge.
Contribute to the development of standards, policies, and procedures.
Help protect SOM from financial and legal risk.