Senior Executive Assistant

JOB DETAILS:-

Position: Senior Executive Assistant

Contract: 6 months contract (extension and perm possibility)

Shift: 8:00 AM – 5:30 PM (Mon-Fri) ; 40hrs/ weekly

Address : New York, NY

Job Summary:

The Executive Assistant will provide high-level administrative and operational support to senior leadership, ensuring efficient management of executive priorities and daily functions. This role requires strong organizational skills, attention to detail, and the ability to handle confidential information with professionalism. The ideal candidate will thrive in a fast-paced environment, manage competing priorities with ease, and serve as a reliable point of contact for internal and external stakeholders.

Job Duties & Responsibilities:

• Light to moderate client contact
• Telephone coverage, answer phones, take accurate messages, know banker’s whereabouts at all times, back-up other lines, as needed
• Calendar maintenance for meetings and/or conference calls
• Coordinate related conference rooms including any catering, audio/videoconference set up
• Assist Analyst’s with Lucite orders, closing dinners and client outing coordination
• Arrange all aspects of travel (arrange flights, hotels, rental car and sedan service, currency, etc.), keep travel profiles up-to-date, retrieve appropriate approvals for travel
• Prepare all itineraries
• Prepare and submit all expense reports on a timely basis
• Type correspondence, memos and presentations
• Prepare presentation books and meeting materials, copy, collate, bind
• Maintain filing system, correspondence, documents
• Navigate Firm’s resources, interface with various departments to collect information, respond to requests, obtain services
• Retrieve research or other necessary materials from intra/internet
• Send and retrieve digital and inbound faxes
• Distribute mail, arrange messengers and overnight package services
• Provide backup support for colleagues during vacation/sick days, and assist their groups as needed with phone coverage and other office needs
• Miscellaneous support: setup and maintain mail groups, keep orderly, fully-functioning work area

Required Skills and Personal Attributes:

• Strong attention to detail as well as solid organization/time management skills
• Strong communication, judgment, and problem-solving skills
• Must be an enthusiastic, positive team player who is willing to help out and who works well with colleagues
• Able to work in a fast-paced environment and handle multiple tasks concurrently
• Flexible with coverage responsibilities and teams.

Other Requirements:

• College Degree Preferred or Relative Corporate Experience preferred
• Proficient in Microsoft Office applications, especially Outlook for email, calendar and contacts
• Other helpful applications include Excel, PowerPoint, internet and research tools
• Keep up to date with office procedures and technical training as well as all policy guidelines & compliance requirements