Executive Assistant/Office Manager

Job Description

Job Description

Description

Our client is seeking a highly organized and proactive Executive Assistant to join a small Family Office financial services team. The successful candidate will play a critical role in supporting senior executives by managing schedules and travel plans, coordinating communications, and facilitating efficient workflow to enable top-level leadership to focus on strategic initiatives. This position requires a meticulous individual with exceptional multitasking abilities, superior communication skills, and discretion and professionalism. The Executive Assistant will also serve as office manager, monitoring and maintaining office files, materials and supplies.

Responsibilities

· Manage and maintain executive schedules, including appointments, meetings, and travel arrangements.

· Coordinate and prepare materials for meetings, presentations, and reports, ensuring accuracy and timeliness.

· Serve as the primary point of contact between senior executives, clients, and internal stakeholders.

· Handle confidential information with discretion, maintaining the highest level of professionalism at all times.

· Assist in the preparation and review of financial documents and correspondence to support executives' decision-making.

· Organize and prioritize incoming requests, emails, and communications to optimize executives' time and productivity.

· Process annual and quarterly income tax filings for individuals, partnerships and trusts.

Requirements

· Proven experience as an Executive Assistant or in a similar administrative role. Experience within the financial services industry a plus.

· Notary Public or willing to obtain promptly

· Exceptional organizational and time-management skills with the ability to prioritize tasks effectively.

· Strong written and verbal communication skills, demonstrating professionalism and clarity.

· Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with financial software.

· Ability to handle confidential information with integrity and discretion.

· Strong problem-solving skills and the ability to work independently under pressure.

· Bachelor's degree in Business Administration, Finance, or a related field is preferred.

· Demonstrated ability to coordinate complex calendars and manage multiple projects simultaneously.

· High attention to detail and a commitment to delivering quality results consistently.