Our client, a leading global investment firm located in Midtown East, is seeking a highly organized Executive Assistant to provide high-level support to a senior executive and additional senior leadership. This is a fast-paced, high-volume role requiring someone who can pivot quickly, stay several steps ahead, and seamlessly manage shifting priorities. The ideal candidate is proactive, agile, and resourceful, with exceptional follow-through and the ability to remain calm and composed in a quickly moving environment.
RESPONSIBILITIES:
Provide high-level administrative support to a senior executive and additional senior leaders.
Manage complex, high-volume calendars across multiple time zones, constantly prioritizing and adjusting as needs change.
Coordinate internal and external meetings, ensuring executives are prepared with necessary materials, agendas, and logistics.
Arrange detailed travel, including flights, accommodations, ground transportation, and itineraries; quickly adjust plans as priorities shift.
Prepare and process expense reports, reconcile corporate credit card charges, process invoices, coordinate vendor setup, and track payments through completion.
Plan and coordinate corporate events, meetings, and related travel.
Assist with presentation preparation and other materials as needed.
Serve as a trusted point of contact for internal teams, clients, and external stakeholders.
Anticipate needs, proactively resolve issues, and ensure follow-up items are handled promptly.
Handle highly confidential and sensitive information with discretion.
Assist with special projects and ad hoc requests as needed.
REQUIREMENTS:
5–7+ years of administrative or Executive Assistant experience, ideally within a fast-paced, high-performance environment.
Experience supporting senior executives and managing multiple competing priorities simultaneously.
Exceptional organizational skills with the ability to pivot quickly and remain agile as priorities change.
Proactive, resourceful, solutions-oriented, and comfortable taking ownership without constant direction.
Strong attention to detail and exceptional follow-through.
Ability to remain calm and professional during demanding or high-pressure periods.
Excellent written and verbal communication skills.
Strong judgment and ability to handle confidential information with discretion.
Highly proficient in Microsoft Office, including Outlook, Word, Excel, and PowerPoint.
Experience with video conferencing and accounts payable systems is a plus.