We are seeking a highly organized, proactive, and resourceful individual to join the firm as the Executive Assistant to the office of the CEO. This is a key role on the small but highly functional office of the CEO team, who provides comprehensive administrative support to the office of the CEO. The successful candidate will thrive in a fast-paced environment, be adaptable to changing priorities, and demonstrate a high level of professionalism and discretion.
Responsibilities
- Provide high-level administrative support for the CEO, serving as both the primary point of contact and gatekeeper for internal and external stakeholders. Build and maintain strong relationships with internal and external stakeholders, acting as a liaison between the CEO and various parties.
- Manage the CEO's complex and dynamic calendar, scheduling appointments, creating meeting agendas and documents, and setting up video conferences, meetings, town halls, and events. Proactively anticipate and solve scheduling conflicts, looking days in advance for ways to optimize time and efficiency. Prioritize commitments, and ensure efficient use of the CEO's time, rather than just slotting in meetings to openings.
- Keep CEO on track during the day, setting up video calls in advance, printing meeting materials, and informing attendees of delays or changes in the moment (and rescheduling as needed)
- Coordinate executive-level events, functions, and engagements, including quarterly management meetings
- Oversee coordination of firm-wide events, including the annual holiday party and summer event, delegating tasks as appropriate
- Create documents in Word/Excel/PowerPoint, track email and holiday card lists, prioritize requests as they come in, and respond to inquiries with a sense of urgency
- Handle sensitive and confidential information with the utmost discretion and professionalism
- Provide light support work, including calendar and phone, for the Chief of Staff
- Complete any reasonable projects or tasks as requested by CEO or his Chief of Staff
Qualifications
- Bachelor's degree
- 3-10 years experience as an Executive Assistant or similar role supporting C-level executives, preferably in the banking or consulting sectors
- Exceptional organizational skills and the ability to multitask and ruthlessly prioritize
- Excellent written and verbal communication skills, with exceptional attention to detail
- Proficient in using productivity tools and software, including MS Office suite (Outlook, Word, Excel, PowerPoint)
- Professional discretion to handle confidential information, highest levels of integrity. Discretion and the ability to maintain strict confidentiality
- Flexibility to adapt to changing priorities and work in a fast-paced, deadline-focused environment
- EXCELLENT attention to detail, with a healthy amount of self-motivation to get things done correctly