Administrative Staff - Executive

Job Description

Job Description

We are looking for an experienced Executive Administrative specialist to support senior leadership within an investment advisory environment. This long-term contract opportunity requires a highly organized individual who can manage shifting priorities, streamline executive operations, and maintain clear communication across teams and time zones. The role is primarily on-site four days per week and offers the chance to contribute in a visible, high-impact capacity with potential for longer-term growth.

Responsibilities:
• Provide dedicated, anticipatory administrative support to executive leaders, helping manage daily priorities and ensuring critical activities stay on track.
• Oversee complex scheduling needs by coordinating calendars, arranging meetings, reserving space, and preparing materials that enable productive discussions and informed decisions.
• Organize domestic and international travel plans, including multi-stop itineraries, and respond quickly to changes while minimizing disruption to executive schedules.
• Process expense reports and invoices with accuracy, monitor outstanding items, and follow through to ensure timely completion.
• Partner with colleagues across multiple teams and global locations to coordinate requests, share updates, and maintain smooth day-to-day operations.
• Draft, format, and refine presentations, correspondence, and meeting documents using Microsoft 365 tools to support executive communication needs.
• Handle sensitive business information with sound judgment and a high level of confidentiality.
• Identify opportunities to improve administrative workflows and create more efficient coordination processes for leadership support.• At least 5 years of experience supporting senior leaders or executives in an administrative capacity.
• Background in financial services, investment advisory, or a related services environment is strongly preferred.
• Advanced working knowledge of Microsoft 365, including Outlook, Word, Excel, PowerPoint, and Teams.
• Proven ability to manage competing priorities, adapt quickly to changing needs, and stay organized while supporting multiple stakeholders.
• Experience coordinating detailed travel arrangements across time zones, including last-minute adjustments.
• Strong written and verbal communication skills, with the ability to interact effectively across a wide range of teams and leadership levels.
• Demonstrated discretion in handling confidential matters and the judgment to anticipate needs or escalate concerns early.
• Familiarity with tools such as Concur, Ariba Buyer, Axiom, or similar administrative and expense platforms is preferred.