Executive Assistant
$70k - $95kCastleOak Securities
Executive Assistant
CastleOak Securities, L.P. ("CastleOak") is a premier boutique investment bank focused on providing capital markets services to a broad array of corporate, governmental and institutional clients. Headquartered in New York City, the firm specializes in primary and secondary sales and trading of fixed income, equity, and money market securities, as well as financial advisory (including M&A and private placements). Since its founding in 2006, CastleOak has assisted its clients on public offerings totaling over $4 trillion. CastleOak's professionals average 20 years of successful Wall Street experience and ongoing working relationships with some of the largest global corporations.
We offer a competitive total rewards package including:
- Health insurance: competitive medical, dental, and vision programs
- Commuter benefits
- 401(k) with a company match
- Charitable contribution match program for employees
- Hybrid Workplace
- Company-paid life insurance, short-term and long-term disability insurance
- Paid time off: vacation, personal days, sick leave, etc.
Role Overview
We are seeking a professional, and highly capable Executive Administrative Assistant to provide high-touch support some of our most senior executives. This role is ideal for an experienced administrative professional who is technologically savvy, exceptionally organized, and comfortable managing multiple complex calendars, shifting priorities, and planning activities at the same time.
This individual will operate as a trusted partner to senior leadership, helping executives stay organized, prepared, and focused. The successful candidate will bring sound judgment, strong follow-through, discretion, and a proactive mindset. In a lean firm environment, this person must be comfortable taking ownership, anticipating needs, improving processes, and managing a wide range of administrative, scheduling, travel, event, communication, and project-related responsibilities with professionalism and urgency.
Key Responsibilities
- Provide high-level administrative support to two to three senior executives, serving as a reliable point of contact for internal and external stakeholders.
- Manage multiple complex and frequently changing calendars, using strong judgment to prioritize meetings, resolve conflicts, protect executive time, and ensure each day is organized efficiently.
- Coordinate meetings, video conferences, town halls, management sessions, and events, including agendas, materials, room setup, technology, catering, and participant logistics.
- Anticipate scheduling needs and proactively look ahead to identify conflicts, preparation gaps, travel considerations, stakeholder dependencies, and potential issues requiring a thoughtful pivot to a pre-planned backup approach.
- Keep executives on track throughout the day by preparing materials, setting up calls or meetings in advance, communicating delays or changes, and rescheduling as needed.
- Coordinate domestic travel arrangements, itineraries, transportation, and related logistics.
- Prepare, submit, and reconcile complex expense reports with accuracy and timeliness.
- Draft, edit, and format emails, documents, presentations, reports, and other written communications with strong attention to tone, accuracy, and detail.
- Use Microsoft Outlook, Word, Excel, PowerPoint, Teams, and other productivity tools to manage information, track priorities, create materials, and improve administrative workflows.
- Maintain organized files, contact lists, records, approvals, signatures, and confidential information.
- Lead firm-wide event planning from concept to execution. Events will include both internal culture building and client-facing events.
- Take ownership of special projects and process improvements that help senior leaders operate more effectively.
- Apply strong project management discipline to executive initiatives, meetings, events, and follow-up items by clarifying objectives, tracking timelines, coordinating stakeholders, managing dependencies, and ensuring details are advanced with minimal direction.
- Exercise intuitive judgment to recognize when priorities, logistics, or stakeholder needs are shifting, and proactively recommend adjustments or contingency plans before issues affect senior leadership or business outcomes.
- Handle sensitive and confidential information with the highest level of discretion, professionalism, and integrity.
- Complete additional administrative, planning, and project-related tasks as requested by senior leadership.
Required Qualifications
- Administrative or executive support experience, preferably supporting senior leaders in financial services, professional services, banking, consulting, or another fast-paced corporate environment.
- Demonstrated ability to manage multiple executive calendars, competing priorities, and planning activities with confidence and sound judgment.
- Strong technology skills, including proficiency with Microsoft Outlook, Word, Excel, PowerPoint, Teams, and comfort learning new tools or improving existing processes.
- Experience with expense management tools (i.e., Concur, Expensify, etc.)
- Exceptional organizational skills, attention to detail, follow-through, and ability to prioritize effectively in real time.
- Excellent written and verbal communication skills, with the ability to interact professionally with senior executives, employees, clients, vendors, and external partners.
- High level of discretion, integrity, and professionalism especially when handling confidential/sensitive information.
- Proactive, resourceful, and solutions-oriented, with the ability to anticipate needs before being asked.
- Demonstrated ability to think several steps ahead, identify risk points early, and activate appropriate backup plans with professionalism, discretion, and sound judgment.
- Strong sense of urgency and ownership, with the ability to work independently while staying closely aligned with leadership priorities.
- Strong project management capability, including the ability to organize workstreams, manage timelines, follow up on deliverables, coordinate across stakeholders, and keep complex planning efforts moving forward.
- Flexible and adaptable, with the confidence to navigate changing priorities, last-minute requests, and a fast-paced executive environment.
- Positive, polished, and service-oriented presence with a practical "can-do" approach.
Preferred Qualifications
- Experience supporting senior-level executives.
- Comfort using AI-enabled tools, to draft communications, summarize information, organize priorities, and improve administrative workflows while maintaining accuracy, discretion, and confidentiality.
- Financial services, investment banking, consulting, or professional services experience.
- Event planning, project coordination, or office-of-the-executive experience, including comfort helping organize events or initiatives from initial planning through completion.
- Interest in improving processes, organizing information, and using technology to make work more efficient.
Location: New York, NY
Work Type: Full-time, Hybrid (3 days in-office, 2 days remote)
Compensation: $70,000 - $95,000 base salary, eligible for a performance-based discretionary bonus
Core Benefits: Company-paid $300,000 life insurance policy, alongside comprehensive health and retirement packages.
NYC Pay Range $80,000 - $120,000 USD
All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, citizenship, age, marital status, medical condition (including pregnancy and related conditions), physical or mental disability, protected veteran status, and/or any other characteristic protected by law.
Please do not solicit employees of the firm directly regarding open positions.
$36 - $43 per hour
...a highly organized, proactive, and detail-oriented temporary HR Assistant to support the Human Resources team during a maternity leave coverage period. This role will focus on the planning and execution of employee engagement initiatives aligned with global HR and local...SuggestedFull timeTemporary workLocal area$75k - $85k
...Executive / Personal Assistant Midtown Manhattan, NY $75,000 - $85,000 Our client, a large, well established company, is seeking a professional and proactive Executive / Personal Assistant to support their Vice President of Marketing . This role is ideal...SuggestedWork at office$100k - $130k
...including whole loans, asset-backed securities, mortgage servicing rights, and other credit‑related assets. POSITION SUMMARY: The Executive Assistant provides administrative, record‑keeping, budget, and/or logistical support to senior level manager(s) of various business...SuggestedWork experience placementLocal areaRemote work$20 - $22 per hour
...Executive Secretaries And Administrative AssistantsAt Cogent Infotech, we believe in creating opportunities that empower individuals... ...Pay: USD 20/hr-USD 22/hrPosition summary: The Administrative Assistant provides front-office and general administrative support in a...SuggestedWork at officeShift work- ...Administrative Assistant The Office of Human Resources is seeking a full-time temporary Administrative Assistant to provide comprehensive administrative and operational support to the Employee Relations and Talent Acquisition & Engagement units. The position will handle...SuggestedWeekly payFull timeTemporary workWork at office
$20 - $50 per hour
...Executive Secretaries and Executive Administrative Assistants $20 - $50/hour pay Required Skills Job Description Job Title: Executive Secretaries and Executive Administrative Assistants Job Type: Part-Time Location: Remote Job Summary We are seeking highly skilled Executive...Part timeWork at officeRemote work$23.5 - $40.87 per hour
...expertise and strategic thinking. JOB DESCRIPTION Fox Corporation is looking for an organized, proactive, and detail-oriented Executive Assistant to support senior leaders within our Corporate Finance team. The Executive Assistant will help keep a fast-moving executive...Hourly payWork at officeLocal areaShift work$117.72k - $132.55k
...collaborative team, CGC offers a platform to do that work with purpose. Job Summary Reporting to the Chief Investment Officer, the Executive Assistant, Investments serves as a trusted administrative and operational partner to the CIO and Investments team. This role manages...Work at officeVisa sponsorshipWork visaFlexible hours- ...hrRequirement/Must HaveMinimum of 2+ years of experience.High School Diploma preferred.ResponsibilitiesAnswering incoming calls.Address constituents who visit the office.Assist with administrative responsibilities.Be able to handle multiple phone calls.Open and organize mail....Work at office
$93k - $118k
...Executive Assistant Wholesale Banking | Sectors Americas | NYC In Americas, ING's Wholesale Banking division offers a broad range of innovative financial products and services to domestic and international corporate and institutional clients. When you come to work at ING...Temporary workWork at officeWork from homeFlexible hours3 days per week$136k - $160k
...Executive Assistant San Francisco, CA The Company You'll Join Carta is the connected platform and AI-native ecosystem for private capital. Built to replace fragmented tools with a single system of record, Carta brings together the software, services, and legal...Full timeWork at office3 days per week- ...Executive Assistant Principally supporting the Group Head of Technology Services IT, as their Executive Assistant Maintain daily calendar, adjusting as needed to accommodate last minute scheduling changes – schedule all meetings, video conferences and conference...
$85k - $110k
...Executive Assistant On a mission to unleash the power of content… you in? We've got the brands, we've got the stars, we've got the power to achieve our mission to entertain the planet – now all we're missing is… YOU! Becoming a part of Paramount means joining a team...InternshipWork at officeWorldwide$100k - $140k
...Summary & Overall Purpose Exciting opportunity to support 2 senior executives at a thriving wealth management and insurance services firm. An ambitious and highly professional Executive Assistant is needed to provide a range of administrative support. The ideal...Work at officeFlexible hoursShift work- ...embedded payments, giving businesses greater control over their cash flow. We're seeking a highly organized and proactive Executive Assistant to provide comprehensive support to our leadership team. This role requires exceptional discretion, flexibility, and the ability...Work at officeRemote workFlexible hours
- ...Harbor Township, NJ is seeking an experienced Administrative Assistant to support the Senior Vice President, Supply Chain, and the broader... ...with discretion. Ideal candidates have 3–5 years in an executive-support role, strong communication skills, excellent time-management...Work at office
$90k - $140k
...people to join our (relatively small) team to help us build the next generation of financial markets. About the Role As Executive Assistant, you'll be the operational backbone for two members of Kalshi's leadership team, keeping their days running seamlessly so...Work at officeLocal areaShift work- ...York City Department of Homeless Services is seeking to hire one (1) Administrative Director of Social Services-NM to serve as Executive Assistant who will: -Lead the planning, coordination, and execution of key initiatives and operational priorities for Transitional...Permanent employmentTemporary workWork at office
$80k - $100k
...Executive Assistant to CEO Serv is partnering with a high-performing entrepreneur and real estate advisor in New York City to hire an exceptional Executive Assistant. This is an opportunity to work alongside a founder who is building a modern, content-driven advisory...Full timeWork at officeRelocation- ...~Support a senior executive at a globally recognised philanthropy. ~Join a mission-driven organization making measurable global... ...and maintain strong relationships with key stakeholders. ~Assist with operational, finance-related, or foundation-related administrative...Long term contractTemporary workWork at officeLocal areaWork from home
- ...Executive Assistant Haddad is a privately held family business with over 100 years of experience in the children's apparel & accessories industry. A leader in the industry, Haddad Brands is the exclusive global licensee for the most iconic brands in the world, including...Work at officeShift work
$75k - $100k
...Executive Assistant New York, New York, United States Position: Executive Assistant Department: Emigrant Fine Art Finance Reports To: President Employment Status: Full-Time, In Office Office Location: 22 Vanderbilt, New York, NY Job Summary The...Full timeWork at office$110k - $140k
...About the Role We're looking for an exceptional Executive Assistant to support the Dow Jones Chief People Officer (CPO). This is an exciting opportunity to be at the center of a dynamic, global People organization, partnering with senior leaders to keep priorities moving...Work at officeLocal areaWorldwideFlexible hours$121k - $151k
...Job Description & Responsibilities Persistent Systems is seeking an exceptional Executive Assistant (EA) that will provide high-level administrative support to multiple senior leaders (Senior Vice President and CEO) managing the day-to-day agendas. This individual...Full timeWork at officeFlexible hours$105k - $135k
...Executive Assistant Philo is a cutting-edge TV streaming company revolutionizing the way people watch their favorite television shows and movies. We are seeking a highly motivated and organized Executive Assistant to support our executive team in achieving our mission...Full timeFor contractorsWork at officeImmediate startHome officeFlexible hours3 days per week- ...The Metropolitan Opera seeks an Executive Office Intern to support the Senior Executive Assistant to the General Manager in managing the Executive Office. You will assist with phones, filing, transcribing dictation, and errands across the Opera House. This is a great opportunity...InternshipWork at officeFlexible hoursAfternoon shift
$90k - $100k
...Executive Administrative Assistant Location: Midtown Manhattan, NYC Full Time, Permanent Position Base pay range $90,000.00/yr - $100,000.00/yr Overview Our client is a dynamic and rapidly expanding brand management and private equity firm, is seeking a poised, highly...Permanent employmentFull time- ...As the Executive Assistant at Blooper Biotech, you will play a crucial role in supporting the executive team and ensuring the smooth operation of the organization. Your responsibilities will include: Providing high-level administrative support to the executive team...Work at office
- ...The Executive Assistant provides highlevel administrative and operational support to the WSP Chief Financial Officer and the Executive Vice President, Financial Lines. This role requires strong judgment, discretion, and the ability to manage multiple priorities in a fastpaced...Work at office
$60k - $75k
...Executive Assistant StandWithUs is an international, nonpartisan Israel education organization that inspires and educates people of all ages and backgrounds, challenges misinformation, and fights antisemitism. Position Summary We're seeking an Executive Assistant...Full timeWork at officeLocal areaImmediate startVisa sponsorshipWork visaShift work
Do you want to receive more vacancies?
Subscribe and receive similar vacancies to Executive Assistant. Be the first to apply!
- executive assistant pa New York, NY
- part-time executive assistant New York, NY
- executive assistant luxury fashion New York, NY
- executive assistant work from home New York, NY
- executive administrator New York, NY
- remote executive assistant New York, NY
- executive team executive assistant New York, NY
- bilingual executive assistant New York, NY
- executive assistant to ceo New York, NY
- executive assistant to president New York, NY


