Executive Assistant

Position Overview

We are seeking an exceptional Executive Assistant to support our Directors at a leading financial services firm.  In this high-impact role, you will serve as a strategic right hand - driving operational excellence and ensuring seamless day-to-day execution. Your sound judgment, proactive mindset, and ability to anticipate needs will be instrumental in the success of our leadership team.

Ideal Candidate Profile

The ideal candidate is a polished professional who thrives in fast-paced, high-stakes environments and takes pride in making things happen. You are detail-obsessed, communicative, and always thinking three steps ahead.  You handle sensitive information with the utmost discretion, manage competing priorities with ease, and represent leadership with confidence and poise. You are resourceful, solutions-oriented, and ready to take full ownership of this pivotal role.

 Core Responsibilities

• Executive Support & Calendar Management: Manage multiple calendars and schedules, coordinate meetings, and arrange high-level travel with precision and discretion. Anticipate conflicts and resolve them independently to ensure optimal efficiency.
• Information & Document Management: Ensure Directors are fully prepared for meetings and deadlines by maintaining organized systems, providing timely updates, and managing confidential documentation with the integrity.
• Meeting Coordination & Follow-Up: Plan and execute meetings, including logistics, materials, and follow-up actions. Review meeting notes to identify and document actionable tasks in the CRM, ensuring accountability and timely completion.
• Communications & Correspondence: Serve as a trusted point of contact—screening, prioritizing, and responding to communications professionally. Maintain a high level of confidentiality and discretion in all interactions.
• Project & Task Management: Support special initiatives and ad hoc projects, ensuring deliverables are completed on time.
• Client & Partner Relations: Act as a liaison between Directors and clients, fostering strong professional relationships and ensuring an exceptional standard of service.
• CRM & Data Entry: Enter and maintain meeting notes, tasks, and follow-ups within the CRM to ensure consistent visibility and progress tracking.
• Travel & Logistics: Coordinate comprehensive itineraries—flights, accommodations, and transportation—ensuring seamless and efficient travel experiences
• Operational Excellence: Continuously assess and improve administrative workflows to enhance efficiency, accuracy, and executive bandwidth.

 Core Competencies

• Organizational Excellence: Skilled at prioritizing, structuring information, and maintaining efficient systems.
• Communication: Exceptional written and verbal communication; adept at liaising with high net worth individuals and executives.
• Time Management: Expert at balancing multiple priorities and meeting tight deadlines.
• Problem Solving: Proactive and analytical approach to identifying issues and implementing effective solutions.
• Interpersonal Savvy: Builds strong relationships with empathy and professionalism.
• Discretion & Confidentiality: Handles sensitive information with judgment and integrity.
• Adaptability: Thrives in dynamic environments and adjusts seamlessly to evolving priorities.

Skills & Abilities

• Education: High School Diploma, Bachelor’s Degree preferred.
• Experience: Minimum 3 years supporting executives in financial services, legal field, or similarly demanding, client-focused industries.
• Technical Proficiency: Strong background in Microsoft Office Suite (Word, Outlook, some PowerPoint) and familiar with CRM platforms.