Executive Assistant (New York)

Executive Assistant

An exciting opportunity is available for an Executive Assistant to provide high-level support to senior leadership in a dynamic, fast-paced New York office. This role is ideal for a proactive, highly organized professional who thrives in a collaborative environment and takes pride in anticipating needs, managing competing priorities, and ensuring every detail is handled with precision and discretion.

From managing complex calendars and coordinating meetings to facilitating communication and supporting a variety of administrative and organizational needs, this individual will help drive efficiency and enable leadership to focus on strategic priorities. The successful candidate will bring exceptional judgment, strong communication skills, and a solutions-oriented mindset, along with the ability to navigate shifting demands with professionalism and ease.

This is an excellent opportunity for a resourceful and service-minded professional who enjoys being a valued member of a team and making a meaningful impact behind the scenes.

Responsibilities

• Manage complex calendars, schedule meetings, and coordinate logistics across multiple time zones, balancing competing priorities and accommodating changing schedules.
• Coordinate domestic and international travel arrangements, including flights, hotels, ground transportation, restaurant reservations, visa requirements, and other travel-related logistics.
• Prepare, review, and submit accurate expense reports on behalf of assigned team members, ensuring timely reconciliation and compliance with company policies.
• Collaborate with internal and external administrative professionals to coordinate meetings, travel, and scheduling, ensuring seamless communication and continuity of support.
• Maintain and update CRM systems, ensuring data accuracy and the timely entry of relevant client and business activity.
• Coordinate on-site meetings and client visits by preparing agendas, gathering meeting materials, and managing logistical details. Draft and proofread client-sensitive correspondence, format presentations and documents in accordance with company standards, and provide a polished, professional welcome to clients and visitors.
• Provide backup administrative support to other Executive Assistants and team members as needed, helping maintain consistent and effective office operations.
• Manage incoming correspondence, phone calls, emails, and other communications, prioritizing requests, relaying messages, and ensuring appropriate follow-up.
• Support general office operations, including printing, scanning, document preparation, and electronic file organization.
• Proactively identify opportunities to improve administrative processes, anticipate team needs, and provide additional support across the office. Take ownership of special projects and other responsibilities as assigned.

Ideal Experience

• Bachelor’s degree preferred.
• Extensive experience in executive-level support, ideally gained over 8–10 years in a financial services or investment management setting.
• Background partnering with senior commercial leaders or investor relations teams, including managing demanding schedules and frequent domestic and international travel.
• Strong operational and organizational capabilities, with experience anticipating executive needs, navigating shifting priorities, and coordinating complex business logistics.
• Ability to exercise sound judgment, take ownership of responsibilities, and identify solutions with minimal direction while contributing to a collaborative team environment.
• Excellent relationship-building skills and a polished, service-oriented approach when interacting with executives, colleagues, clients, and external stakeholders.
• High degree of integrity and professionalism when managing sensitive business matters and confidential information.
• Proven ability to stay organized under pressure, manage multiple workstreams simultaneously, and deliver accurate, timely results in a deadline-driven environment.
• Strong technology skills, including Microsoft 365, with familiarity across CRM tools, database systems, and expense reporting platforms such as Concur.

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Larko is a women-owned, premier staffing and recruiting firm based in Chicago with a nationwide reach. We specialize in Direct Hire, Temp-to-Hire, and Temporary/Project placements across a wide range of roles, including Executive Assistants, Administrative Assistants, Personal Assistants, Chief of Staff, Office Managers, Receptionists, General Office, Event Support, Project Management, and Customer Service.