Executive Assistant

Binding Minds Inc. (Certified Disability Owned Business Enterprise) provided pay range This range is provided by Binding Minds Inc. (Certified Disability Owned Business Enterprise). Your actual pay will be based on your skills and experience — talk with your recruiter to learn more. Base pay range $85,000.00/yr - $95,000.00/yr Direct message the job poster from Binding Minds Inc. (Certified Disability Owned Business Enterprise) The Executive Assistant (EA) will provide comprehensive support to four leaders of our Investment and Trading team, to include the Department Head. This role serves as the key gatekeeper and coordinator for the executives, requiring a high level of judgment, discretion, and outstanding collaboration across a broad community of both internal and external parties. The ideal candidate is an experienced administrative professional with a demonstrated ability to work with senior executives in a financial or professional services environment. The Executive Assistant must exhibit exceptional attention to detail in a fast-paced, logistically complex, and deadline-driven environment, paired with a proactive, anticipatory mindset and strong problem-solving skills. We believe that being together in person better equips us to respond to dynamic market changes. Our current hybrid model—four days in the office and one day remote—encourages collaboration, fosters spontaneous interactions that are less likely to occur in virtual settings, and supports a healthy balance between teamwork and individual flexibility. RESPONSIBILITIES The EA will manage the overall daily support needs of the team, including but not limited to: Complex and proactive calendar management for the Department Head and three Director level positions. Manage Department Head’s obligations as Chair for two committees at the firm Expertly manage domestic and international executive travel, coordinating all logistics to ensure seamless experiences and swiftly resolving any disruptions. Coordinate and manage logistics for internal and external meetings and events – both in-person and hybrid – across multiple time zones, ensuring seamless execution and stakeholder alignment Partner with the executive and Human Resources on Year End activities (for example: scheduling performance reviews, compensation discussions, Partner meetings) Manage a high volume of requests and emails daily, using initiative and discretion due to sensitivity of data Develop and maintain strong collaborative relationships with multiple internal and external constituencies Corporate Card expense tracking and reporting Detailed materials preparation in Word, Excel, PowerPoint, OneNote, and other internal systems Provide cross-coverage and back-up support to other Administrative/Executive Assistants Assist with ad hoc projects and other work as required QUALIFICATIONS Minimum of 3 years of experience as an executive assistant supporting senior management (Department Head, Director, SVP), OR Minimum of 5 years of experience in an administrative role within a professional services organization, OR A combined total of 5 years of experience as an Executive Assistant and/or in an administrative role that demonstrates a clear ability to succeed in this role Prior experience in fast paced roles in the investment management or financial services industry is strongly preferred Proven expertise in coordinating and managing complex executive travel arrangements Experience coordinating projects and planning events that require external and cross-functional collaboration. Advanced proficiency in Microsoft Office Suite, with a demonstrated ability and enthusiasm for learning new technologies to enhance efficiency (Copilot, Power Platform) Ability to proactively identify and resolve problems without substantial guidance Analytical, detail-oriented mindset with a sense of ownership over outcomes Demonstrates excellent organizational skills with the ability to safeguard executive time, prioritize competing requests, and manage shifting requirements High degree of professionalism, reliability, and discretion in handling sensitive information High emotional intelligence with the ability to remain composed, resilient, and positive in high-pressure situations Outstanding interpersonal and communication skills, both written and verbal, with a proven track record of world-class customer service and building strong relationships Global exposure—whether through professional or personal experiences—is considered an asset Seniority level Seniority level Associate Employment type Employment type Full-time Job function Job function Administrative Industries Investment Management Referrals increase your chances of interviewing at Binding Minds Inc. 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