Executive Assistant

Executive Assistant

Exciting opportunity to support two 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 candidate will have a background in financial services or insurance. This role will office out of both Stamford, CT and New York, NY.

Key Responsibilities

Complex daily calendar management

• Coordinate calendars by forecasting commitments and identifying potential scheduling conflicts.
• Demonstrate flexibility and problem-solving abilities to adjust or prioritize schedules based on sensitive matters and/or last-minute changes.
• Send and manage meeting invitations, confirm participants, and adjust schedules as priorities shift

Meeting management

• Plan and prepare for key meetings by crafting agendas and coordinating logistics.
• Reserve and manage conference rooms.
• Draft emails and other business communications on the executives' behalf.
• Responsible for greeting external meeting attendees, fielding phone calls, reviewing incoming mail.

Travel & logistics/Expense Management

• Arrange domestic and international travel using Concur - including flights, car service, hotels, and dining reservations.
• Develop itineraries/agendas and book meeting accommodations.
• Track expenses and prepare expense reports regularly in Concur to ensure timely reimbursement.

Events Support

• Coordination of in-office and offsite team events, leadership meetings, and executive-sponsored gatherings.
• Work with event coordinator and other EAs.
• Assist in managing logistics including venue, catering, materials, and attendee communications.
• For certain events serve as the point of contact for event vendors and internal partners during planning and execution.

Additional Support

• Working alongside the executive to manage special projects and ad-hoc requests.
• Work closely with the EA to the COO, EA to the Chief Strategy Officer, and the Executive Leadership Team to provide unified support.
• Provide a bridge for smooth, accurate communication between the executives' office and internal departments, demonstrating leadership to maintain credibility, trust and support.
• Maintain confidentiality on all business matters and work independently on special assignments.
• Participate in regular departmental meetings and training and development sessions as directed.

Qualifications & Experience

Bachelor's degree or equivalent experience

High level of professionalism with proven experience (7+ years) supporting a C-suite or senior executive in a fast-paced environment

Proficient in Microsoft office (Outlook, Word, Excel, PowerPoint, One drive, CoPilot and Teams), Zoom, Concur, LinkedIn Learning

Develop a high level of knowledge in navigating our internal Customer Relationship Management system (FieldTech)

Exceptional organizational skills and attention to detail

Excellent communication (verbal and written) and interpersonal abilities

Strong judgment and discretion with sensitive information and stakeholder relationships

Motivated self-started with demonstrated ability to problem-solve, manage competing priorities, anticipate needs without being asked

Highly flexible due to nature of working in a fast-paced corporate environment

Team-oriented and collaborative, with the ability to work independently

What We Offer

We're proud to offer a competitive salary, PTO & paid holidays, 401(k) with match, exclusive discount programs, health & wellness programs, and more. Our PeopleFirst culture focuses on building and nurturing lifelong relationships with our employees because, at the end of the day, we exist to be there for others. The base salary range for this position is $100,000 $140,000. The base salary offered will be determined by factors including, but not limited to, experience, credentials, education, certifications, skill level required for the position, the scope of the position, and geographic location. Actual base salary offered will be determined on a case-by-case basis. In addition to the base salary, this position may be eligible for performance-based incentives.