Executive Coordinator (Financial Services)

Position Summary

We are seeking a highly organized and detail-oriented Administrative Coordinator to support daily operations within a fast-paced financial services environment. This role is critical in ensuring seamless administrative support, maintaining regulatory documentation, and enhancing overall office efficiency. The ideal candidate is proactive, professional, and comfortable handling confidential financial information.

Key Responsibilities

• Provide comprehensive administrative support to leadership and cross-functional teams
• Coordinate schedules, meetings, and appointments, including preparing agendas and materials
• Maintain and organize sensitive financial documents, ensuring accuracy and compliance with industry regulations
• Assist with client onboarding processes, including document collection and data entry
• Prepare reports, presentations, and correspondence with a high level of accuracy
• Manage office operations, including supplies, vendor coordination, and facilities support
• Support internal compliance efforts by maintaining records and assisting with audits
• Handle incoming communications (phone, email, mail) and route appropriately
• Track and process invoices, expense reports, and basic financial data
• Assist with special projects and process improvement initiatives

Qualifications

• Bachelor’s degree preferred (Business Administration, Finance, or related field)
• 2–5 years of administrative experience, preferably within financial services, banking, or professional services
• Strong understanding of confidentiality and handling sensitive financial information
• Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint, Outlook)
• Experience with CRM or financial systems (e.g., Salesforce, QuickBooks, or similar) is a plus
• Excellent organizational, multitasking, and time-management skills
• Strong written and verbal communication abilities

Key Competencies

• Attention to detail and accuracy
• Discretion and professionalism
• Problem-solving and critical thinking
• Ability to prioritize in a deadline-driven environment
• Strong interpersonal and customer service skills