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Executive Assistant

  • Location: New York, NY
  • Job Type: Right to Hire
  • Ref No: 19-05074
  • Date: August 20, 2019
  • Job title:



Scott Smith

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Job Description - Executive Assistant

A large Financial Based Organization is seeking to add an Executive Assistant to their growing team.


This person will directly report to a Managing Director but support a team that is focused on client service and business development in a fast-paced environment. The ideal candidate must exercise excellent judgment, have exceptional written and verbal communication skills and demonstrate a high level of professionalism and ownership of responsibilities

The candidate should have extensive experience in Microsoft Office Suite, particularly Excel and PowerPoint, and will have meticulous attention to detail. No job will be seen as too big nor too small in this role. A professional demeanor is required as the candidate will interact with senior-level executives, external clients, and vendors. This candidate must be able to work as a team and have the confidence and motivation to complete work independently with little supervision.

Specific Responsibilities Include

  • Answer telephones and communicate appropriate information to callers who contact a member of the team who may be unavailable or out of the office
  • Coordinate scheduling of meetings/conference calls and arrange logistics
  • Update SalesForce with client contact updates and meeting notes
  • Manage contact lists for client and consultant mailings
  • Manage domestic travel arrangement, including transportation, reserving accommodations, preparing detailed itineraries, and coordinating materials, including the production of presentation material
  • Prepare and finalize PowerPoint presentations, Word documents, and Excel spreadsheets as directed
  • Complete and submit expense reports accurately and in a timely fashion
  • Create copies, scanning, and maintenance of electronic files
  • Complete project work as needed
  • Handle confidential information in a professional and discreet manner
  • Order and maintain supplies
  • Process Invoices and payment requests
  • Maintain subscriptions for the team
  • Serve as back up for the Head of the Institutional Client Group's Executive Assistant

Skills & Experience Required

  • Bachelor's degree
  • 4-6 years of related administrative experience
  • Must have above average Microsoft Office skills
  • Strict attention to detail while able to prioritize appropriately
  • Experience within financial services is required
  • Organized, detail-oriented and extremely thorough while having confidence, poise and communication skills necessary to ensure work processes are accurately and appropriately completed
  • Proactive, flexible, team-oriented attitude
  • Ability to effectively and maturely communicate and collaborate with diverse personalities in all levels of management, as well as outside vendors and clients
  • Ability to demonstrate discretion in handling confidential data
  • Learning agile, able to adapt quickly and appropriately in accordance with the constant evolution of the company and industry
  • Maintain accountability and accept responsibility


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