About This Role
An Executive Assistant acts as a trusted partner to executives, managing complex priorities, communications, and workflow with sound judgment and discretion. This position requires a highly proactive and detail-oriented individual with strong executive presence and the confidence to work independently, while consistently upholding the highest standards of professionalism and confidentiality.
Responsibilities
- Act as a trusted partner, exercising sound judgment in managing executive priorities, communications, and workflow
- Manage complex, high-volume calendars across multiple time zones, coordinating with senior stakeholders and executive assistants globally
- Coordinate senior-level internal and external meetings, including Board, client, and investor meetings
- Prepare agendas, briefing materials, and meeting documentation
- Liaise with Reception, facilities, IT, and internal stakeholders to ensure seamless execution
- Manage executive correspondence, email organization, and document preparation with discretion and accuracy
- Arrange and manage complex domestic and international travel itineraries
- Maintain executive travel profiles and ensure documentation is current and compliant
- Prepare visa documentation and support travel-related requirements
- Support senior visitors from global offices and external organizations
- Create, edit, and format executive-level PowerPoint presentations, including complex charts and visuals
- Prepare and maintain Word documents and Excel reports with a high level of accuracy and consistency
- Proofread and quality-check materials to ensure alignment with executive and brand standards
- Support corporate, client, and investor events, including scheduling, material preparation, and onsite coordination
- Assist with onboarding of senior hires and new team members
- Coordinate executive and team offsites, internal meetings, and select social events
- Provide senior-level administrative coverage to other Executive Assistants during absences or peak periods
- Manage executive expense reporting using Concur and process invoices in compliance with company policy
- Handle confidential correspondence and sensitive information with discretion
- Manage competing priorities to meet deadlines and support business-critical activities
Requirements
- 5+ years’ experience providing executive-level support in a global professional or financial services environment
- Proven ability to handle highly confidential and sensitive information with discretion and integrity
- Advanced proficiency in Microsoft Outlook, Word, Excel, and PowerPoint
- Strong experience preparing executive-level presentations and materials
