Executive Assistant

Executive Assistant to President/ CFO, Finance- Publicly held company, Midtown Manhattan (full time in office- except when exec is traveling)

About the Company/Role: Top global publicly held wealth/ asset management firm with nearly 10k employees (and adding another 4k in the coming year) has just opened a gorgeous new office in Midtown, Manhattan- requiring the relocation to NY of their longtime CFO- now in a dual role – so he’s also President. He’s had a wonderful EA for the past 10 years who’s located out of state in the office location CFO/ President relocated from. They are seeking an EA to be in office with the President/ CFO in the new NYC office that will house 100 employees. Current EA will help onboard and train new EA and then will fade out from support of this executive and will be an excellent resource to support your success. Current EA has said she’s never had a problem with the CFO/ President- that he is a good communicator and she has valued the partnership- she’s also given some valuable insight as to the nature of this role and that’s been incorporated into this description.

What you'll do:

• 80% of your work will be dynamic and proactive calendar management and scheduling- anticipating conflicts before they arise and coming to President/ CFO with solutions and options
• Extensive travel coordination with real time troubleshooting of arrangements including flights, trains, hotels, and car service. Requires monitoring for flight/ train cancellations or delays and proactively managing solutions and expectations- this includes off hours monitoring as needed and evening/ morning checking when executive is traveling. He travels approximately 50% of the time-and, as the EA, you’ll travel with him just about 10% - typically domestically and that will be to sit in on earnings calls.
• Monitor executive email and alert him of any urgencies and/or advise him if there are items you can handle yourself or delegate and get off his plate.
• Work closely with executive’s Chief of Staff (who’s all strategic, not admin operations) in collaborative partnership. CoS is a very nice guy and has also been working directly with this executive for many years.
• Prepare and assemble prep documents for earnings calls, senior leadership meetings, and Board meetings.
• Minimal personal business such as coordinating with any personal travel extensions of business travel, coordinating periodic medical appointments, and helping facilitate internal health insurance paperwork, etc.- this is less than 10% of the role.

You are:

• A seasoned traditional C-Suite EA- ideally experience from financial services/ investment management with some experience in a publicly held company. Any experience supporting a CFO and with exposure to earnings calls and Board meeting preparation is a plus!
• Accustomed to a work- first cadence, comfortable checking texts, emails, and flight notifications, even off hours as needed; if a flight has been cancelled, they need you to notice and take action!
• Physically in office when your executive is in office. Please note, if you are not needed to travel, you are able to work remote when the executive is traveling- as long as there isn’t anything pressing requiring office presence (you will not need to do any office management or facilities work). The office presence is required- this is not a role for someone who’s putting their own schedule above the needs of the office- this is a more traditional office presence for someone who embraces this lifestyle and capacity.
• An experienced gatekeeper. President/ CFO’s workload had increased by 50% in the past year with his promotion and needs his time and priorities guarded and managed.
• A great communicator- the President/ CFO is great about providing feedback and information- he prefers to communicate via email as he’s quite detailed and organized and aims to avoid interruptions, but if you can loop him in via email and ask the right questions, it’s a process that has worked well from both the perspective of the executive and of the longtime EA.
• Savvy with modern technology, MS Office Suite and any CRM experience.
• Able to work at an exceptionally fast pace, with a high volume and strong attention to detail, and nimble to adapt to an ever-shifting landscape requiring frequent changes of plans.
• Ideally, able to begin a new position sometime between December and beginning of January!