Executive Assistant

Executive Assistant

This role provides high-level, proactive administrative support to a complex team of Managing Directors in a fast-paced, dynamic corporate environment.

Proactively coordinate and maintain complex and dynamic calendars, including senior-level internal and client meetings, conference logistics, and external speaking engagements.

Strategically prioritize meeting requests, anticipate potential scheduling conflicts, and proactively resolve calendar challenges.

Manage a high volume of phone calls while interacting with senior business leaders in a professional and effective manner.

Handle highly confidential and sensitive client information with the utmost discretion.

Respond to and follow up on client requests in a timely and professional manner.

Coordinate domestic and international travel arrangements, including visa procurement when applicable.

Process and track expense reports, reconcile credit card statements, and ensure compliance with company policies.

Prepare and distribute business correspondence, memos, letters, reports, and other documents as requested.

Perform general administrative duties, including copying, filing, faxing, archiving, shipping, and managing office supplies.

Coordinate with conference and catering services for meetings and client engagements.

Provide backup administrative support to peer assistants as needed.

Participate in ad-hoc projects, committees, and event planning activities.

Anticipate executive needs and proactively address administrative challenges to ensure efficient daily operations.

Required Qualifications:

3–5 years of administrative experience preferred, ideally supporting multiple senior-level or client-facing executives.

Experience working in a complex, fast-paced corporate environment, preferably within financial services, the private sector, or government.

Strong proficiency in Microsoft Word, Excel, PowerPoint, and Outlook.

Familiarity with expense management platforms such as SAP Concur.

Proven ability to manage complex executive calendars, coordinate meetings, and handle multiple competing priorities.

Experience coordinating domestic and international travel arrangements.

Demonstrated ability to anticipate executive needs and proactively adapt to rapidly changing demands.

Excellent judgment and discretion when handling confidential and highly sensitive information.

Strong interpersonal, written, and verbal communication skills with a consistently professional approach.

Exceptional attention to detail, organizational skills, and ability to prioritize tasks effectively.

Strong problem-solving abilities with a proactive and independent approach to work.

Ability to follow up consistently and ensure timely completion of tasks.

Quick learner and self-starter with excellent anticipation skills.

High degree of integrity, professionalism, and diplomacy.

Strong multitasking skills and ability to perform effectively under pressure.

Collaborative team player with a positive attitude and strong customer service orientation.