Senior Executive Assistant

Senior Executive Assistant

Highly professional, proactive, and detail-oriented Senior Executive Assistant to provide strategic administrative and operational support to the Division Head (Equities). This individual will serve as a trusted partner, managing current and forward executive calendars, coordinating internal and external communications, preparing high-level materials, timely expense submittal for division Head and direct reporting leadership team when asked, and ensuring seamless day-to-day operations for the Division Head. Key Responsibilities: Executive Support Manage complex and dynamic calendars, including scheduling high-priority meetings, off-sites, and travel. Act as a gatekeeper and liaison, ensuring efficient communication and information flow between the Division Head, internal teams, clients, and external stakeholders. Prepare briefing materials, meeting agendas, presentations, and reports. Coordinate logistics for board meetings, client presentations, town halls, and leadership off-sites. Maintain and update marketing materials and pitch decks for client meetings, ensuring content is current, accurate, and professionally presented Operational & Project Coordination Track key deliverables, initiatives, and deadlines; follow up on action items to ensure execution. Assist in expense submittals, if necessary invoice processing, and vendor management for Division Head needs Support strategic projects and assist with confidential matters as needed. Communications Draft and edit correspondence, memos, and internal communications with professionalism and discretion. Ensure timely response to emails, meeting requests, and business inquiries. Maintain a high level of confidentiality, integrity, and discretion in handling sensitive information. Relationship Management Build strong relationships across departments, senior leadership, clients, and external partners. Represent the Division Head professionally in all interactions, both written and verbal. Qualifications: 7+ years of experience supporting C-suite or senior executives in a fast-paced, corporate environment. Bachelor's degree preferred. Exceptional organizational, time-management, and multitasking skills. Strong proficiency in CRM systems, zoom, teams, Microsoft Office Suite (Outlook, Word, PowerPoint, Excel) and virtual collaboration tools (e.g., Zoom, Teams, Slack). Impeccable written and verbal communication skills. Good Understanding of technology. Proven ability to handle confidential information with discretion and judgment. Competencies: Someone who is trusted to keep confidence given the sensitive nature of what we do here Executive presence and professionalism Anticipates needs and takes initiative High attention to detail and accuracy Strong interpersonal skills and emotional intelligence Adaptability and calm under pressure