Executive Assistant

COMPANY: Advisory Firm
POSITION: Executive Assistant
LOCATION: New York, NY (Hybrid 4:1 in office)
HOURS: 9 - 5 with some flex for OT as needed
COMPENSATION: $85-110K DOE + Benefits + Bonus Eligible
DEGREE: Required

Our client, a New York advisory firm, is looking for an Executive Assistant to support a team of executives. This role will act as a crucial liaison between internal/external stakeholders, managing information flow, and contributing to the overall effectiveness of the firm. The ideal candidate exhibits a high level of organizational skills, discretion, and professionalism.

Responsibilities of the EA:
Calendar Management
-Heavy calendar management across multiple calendars and time zones, ensuring seamless coordination for internal and external executives.
-Ability to quickly execute and effectively prioritize tasks, manage multiple deadlines, and maintain an organized and up-to-date schedule for executives. Strategically plan ahead by identifying long and short-term objectives to drive positive and meaningful outcomes for executives.
-Proactively anticipate scheduling conflicts and resolve them efficiently.
-Conduct basic research in preparation for meetings, ensuring all necessary materials and information are readily available to the executives.
Project Management
-Ability to visualize entire projects from start to finish, rather than just focusing on individual tasks, ensuring that all components of a project are aligned and contribute to the overall goals.
-Follow up on action items, monitor deadlines, and proactively address any issues or delays to ensure timely completion of tasks.
-Collaborate with team members to ensure that milestones are met and long-term objectives are achieved efficiently.
-Maintain Salesforce tasks and make timely updates, tracking progress and maintaining accurate records for the executive team.
-Keep contact lists current in Salesforce, ensuring that all information is up-to-date and organized.
Travel Management and Expense Reporting
-Coordinate travel arrangements, primarily domestic, including flights, cars, hotels, and other logistics.
-Closely manage detailed itineraries with attention to accuracy, ensuring alignment with team preferences and needs.
-Stay on top of real-time changes, including last-minute adjustments to travel plans, and proactively handle any issues that arise.
-Ensure all travel logistics are organized in sync with the executive’s schedules and meetings, accounting for time zone differences.
-Prepare monthly expense reports for executives.
Collaborative Team Environment:
-Foster a positive and collaborative team culture by building strong relationships across all levels of the organization.
-Serve as a backup for other Executive Assistants as needed, providing support during absences or high-demand periods.
-Adapt to changes in executive coverage based on the evolving needs of the firm, stepping in to support different executives as necessary.
-Attend and actively participate in firm-wide meetings and Executive Assistant/ Operations team meetings.
-Collaborate with team members to share best practices, streamline workflows, and ensure seamless support for executives across the firm.
Ad Hoc & Special Projects
-Participate in internal initiatives and assist executives with ad hoc projects as needed.

Requirements of the EA:
-3+ years of experience at the executive assistant level in a professional environment
-Strong verbal and organizational skills; exceptional attention to detail
-Strong interpersonal skills with the ability to work effectively with remote team members
-High level of initiative and responsibility with a dedication to quality
-High degree of adaptability
-Proficiency in resources such as Concur, Salesforce, Box, Microsoft Suite and Zoom and Teams video platform
-BA Degree required