Executive Assistant

About the Role

We are seeking a highly organized, and proactive Executive Assistant to provide high-level support to senior leadership in a financial and banking environment. This individual will serve as a trusted partner to the executive, managing complex priorities, coordinating internal and external relationships, and ensuring the executive is prepared and positioned for success.

The ideal candidate brings strong executive presence, exceptional attention to detail, sound judgment, and an understanding of the banking and financial services environment. The ability to anticipate needs, manage sensitive information, and confidently interact with executives, clients, financial professionals, and other key stakeholders is essential.

Key Responsibilities

Executive & Administrative Support

• Manage complex and frequently changing executive calendars, prioritizing meetings, resolving conflicts, and exercising sound judgment regarding scheduling and competing priorities.
• Serve as a gatekeeper and primary point of contact for the executive, professionally managing calls, correspondence, meeting requests, and other inquiries.
• Prepare agendas, briefing materials, presentations, reports, talking points, and other materials to support executive meetings and engagements.
• Coordinate domestic travel, including transportation, accommodations, detailed itineraries, meeting schedules, and related logistics.
• Monitor and follow up on action items, commitments, and deadlines to ensure timely completion.
• Anticipate the executive's needs and proactively address administrative and operational matters before they become issues.

Finance & Banking Support

• Prepare, organize, and format financial reports, presentations, board materials, proposals, and other executive-level documents in collaboration with finance and analytical teams.
• Assist with expense reporting, budget tracking, invoice processing, vendor coordination, and other financial administrative activities.
• Support the preparation and coordination of materials for client meetings, financial reviews, board presentations, and executive briefings.
• Coordinate with internal finance, accounting, legal, compliance, and operations teams as needed.
• Maintain a strong working knowledge of financial terminology, banking processes, and the business environment in which the organization operates.
• Handle financial information with a high degree of accuracy, discretion, and professionalism.

Board, Client & Stakeholder Coordination

• Coordinate board and committee meetings, including scheduling, agendas, meeting materials, minutes, action items, and follow-up.
• Serve as a professional liaison between senior leadership and clients, financial institutions, business partners, advisors, vendors, and other external stakeholders.
• Coordinate executive-level client meetings, events, dinners, offsites, and other business engagements.
• Assist with the preparation and distribution of confidential executive and board communications.
• Build and maintain positive working relationships with individuals at all levels of the organization.

Confidentiality, Compliance & Records Management

• Handle confidential, sensitive, and material non-public information (MNPI) in accordance with company policies and applicable regulatory requirements.
• Maintain discretion when handling executive, client, financial, personnel, and business-sensitive information.
• Assist with compliance-related administrative activities, including maintaining records, tracking deadlines, organizing documentation, and coordinating audit or regulatory requests.
• Maintain accurate, organized, and secure electronic and physical filing systems.
• Ensure confidential documents and information are appropriately stored, distributed, and retained.

Team & Business Coordination

• Act as a communication bridge between the executive and internal departments, ensuring priorities, decisions, and follow-up items are clearly communicated.
• Coordinate special projects and initiatives on behalf of senior leadership.
• Identify opportunities to improve administrative processes, workflow, communication, and overall executive efficiency.
• Assist with planning executive meetings, leadership events, company functions, and business offsites.
• Provide additional administrative and project support as needed.

Qualifications

Required

• 10 years of experience as an Executive Assistant, Senior Executive Assistant, or similar role supporting senior-level executives.
• Previous experience in banking, financial services, investment management, accounting, wealth management, lending, or a related financial environment strongly preferred.
• Demonstrated understanding of financial terminology, business operations, and the professional expectations of the financial services industry.
• Advanced proficiency in Microsoft Office, including Outlook, Word, Excel, and PowerPoint.
• Strong ability to create, format, and proofread executive presentations, financial tables, reports, and other business documents.
• Exceptional written and verbal communication skills.
• Demonstrated ability to manage highly confidential information with discretion, integrity, and sound judgment.
• Excellent organizational and time-management skills with the ability to manage multiple priorities and deadlines simultaneously.
• Strong attention to detail and a high degree of accuracy.
• Ability to work independently, anticipate needs, exercise judgment, and take initiative with minimal direction.
• Professional demeanor and confidence interacting with executives, clients, financial professionals, and external stakeholders.

Preferred

• Bachelor's degree in Business Administration, Finance, Accounting, or a related field.
• Experience supporting a C-suite executive, President, CEO, CFO, Managing Director, or other senior financial executive.
• Experience supporting a board of directors or executive leadership team.
• Familiarity with CRM, financial, document management, expense management, or project management systems.
• Experience working in an environment subject to financial services regulations and compliance requirements.
• Experience managing confidential board, client, investor, or financial documentation.

Key Competencies

Executive Presence & Professionalism
Represents senior leadership and the organization with confidence, professionalism, discretion, and sound judgment.

Discretion & Integrity
Can be trusted with highly confidential financial, business, client, and executive information.

Initiative & Anticipation
Identifies needs, resolves issues, and takes action without waiting for direction.

Organization & Prioritization
Effectively manages multiple priorities, deadlines, meetings, and projects in a fast-paced environment.

Attention to Detail
Maintains a high level of accuracy when working with financial information, executive communications, schedules, and business documents.

Communication
Communicates clearly, professionally, and appropriately with executives, employees, clients, and external stakeholders.

Adaptability & Problem Solving
Remains composed and resourceful when priorities change or unexpected challenges arise.

Relationship Management
Builds trust and credibility with executives, colleagues, clients, financial professionals, and business partners.

Benefits:

• Health insurance
• Paid time off

Work Location: In person