Team Executive Assistant

Team Executive Assistant

Location: New York, NY

Compensation: $100,000–$140,000 base bonus overtime

Industry: Financial Services (experience required)

5 days in Office

Primary Responsibilities

• Calendar Management: Handle high-volume calendars for Investment Professionals and their teams; resolve conflicts, prioritize requests, and ensure participants are prepared.
• Meeting Coordination: Organize internal and external meetings (management meetings, broker calls, NDRs, conferences); send invites, confirm logistics, prepare agendas, and keep meetings on schedule.
• Travel Arrangements: Book domestic and international travel through the internal travel desk; create detailed itineraries and manage real-time changes.
• Compliance & Recordkeeping: Maintain accurate logs of corporate access and broker interactions in the firm’s CRM; ensure adherence to internal policies.
• Research & Materials: Collect, organize, and distribute research; maintain shared folders for team accessibility.
• Expense Management: Process and reconcile expense reports promptly and accurately.
• Relationship Building: Develop strong relationships with broker sales teams to secure access and efficiently plan meetings.
• Event & Project Support: Assist with team offsites and ad-hoc projects; act as point of contact for logistics and follow-ups.

Experience & Skill Requirements

• Education: Bachelor’s degree with a minimum 3.0 GPA.
• Experience: 3 years as an Executive Assistant or in administrative support; financial services or fast-paced, client-facing environments preferred.
• Technical Skills: Proficiency in Microsoft Office (Outlook, Excel, Word, PowerPoint) and collaboration tools; familiarity with expense/travel systems (e.g., Concur) a plus.
• Core Competencies: Exceptional time management and organizational skills; ability to handle multiple priorities under tight deadlines.
• Strong attention to detail and follow-through.
• Clear, professional written and verbal communication.
• Mature interpersonal skills and discretion with confidential information.
• Team-oriented self-starter who can work independently, anticipate needs, and solve problems proactively.
• Ability to serve as a resource to other admins when needed.