Executive Assistant for Senior Management - Wall Street Area

Location: New York, New York
Date Posted: 11-29-2017
We are conducting a search on behalf of our client, a boutique investment bank, for an Executive Assistant. This is a great company to work for, family-like atmosphere with employees who have worked there for a long time. The hours are  9 AM - 5 PM allowing for a good work / life balance while still working in “the city” and in the financial services industry. Our client fosters an excellent work environment with lots of room for professional growth.  
 
The key responsibilities of the Executive Assistant include the support of the Senior Management team as well as general office administration and supporting a healthy and productive office environment. The ideal candidate will be extremely organized, proactive, energetic, tactful, and discreet, while maintaining a very friendly and upbeat demeanor.  A candidate that is flexible with a strong ability to multitask would be a good fit for this position.
 
Responsibilities
 
  • Manage various administrative projects and initiatives within the office.
  • Foster a cohesive and friendly work environment for office and executive staff.
  • Scheduling of appointments. Maintenance of both social and business calendars, preparation of external/internal correspondence, telephone and visitor screening
  • Coordination of meetings and receptions, preparation of presentation materials, and maintenance and/or filing of documents.
  • At times will make independent decisions regarding scheduling, distribution of calls and emails, etc.
  • Provide continuous support in tandem with the executives’ daily schedule and obligations.
  • Coordinate and schedule domestic and international travel arrangements (air, hotel, ground transportation). Prepare detailed itineraries and distribute travel documents.
  • Manage minor projects and initiatives within the office
  • Prepare for internal meetings by organizing conference rooms, setting up audio/visual, greeting guests, and providing beverage service.
 
Requirements
 
  • 5+ years of Executive Assistant and or Office Administration experience.
  • Experience with very basic bookkeeping and other finance related functions.
  • Ability to understand specific preferences of the executive, and execute on the level of support required / expected.
  • Proven ability to work independently and make sound judgments on a day-to-day basis regarding assigned and ad hoc duties with very limited or absence of direction from Senior Management.
  • The discretion to keep proprietary company information confidential (this cannot be emphasized enough).
  • Ability to follow complex written and verbal instruction.
  • Strong interpersonal skills required to persuade and build consensus and cooperation.
  • Strong detail, organizational, and analytical skills
  • Experience supporting C-Level Executives and/or Senior Management.
  • Extremely computer savvy, comfortable using online applications and proficient in Microsoft Office applications (Word, Outlook, Excel, etc.)
  • Ability to work under time constraints and be available as needed.
  • Top level detail, organizational, and analytical skills required as the nature of the executive’s position leaves little room for error.
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