Executive Assistant

Position Summary & Overall Purpose

Exciting opportunity to support 2 senior executives at a thriving wealth management and insurance services firm. An ambitious and highly professional Executive Assistant is needed to provide a range of administrative support. The ideal candidate will have a background in financial services or insurance. This role will office out of both Stamford, CT and New York, NY.

Key Responsibilities

• Complex daily calendar management
• Coordinate calendars by forecasting commitments and identifying potential scheduling conflicts. Demonstrate flexibility and problem-solving abilities to adjust or prioritize schedules based on sensitive matters and/or last-minute changes.
• Send and manage meeting invitations, confirm participants, and adjust schedules as priorities shift.
• Meeting management
• Plan and prepare for key meetings by crafting agendas and coordinating logistics.
• Reserve and manage conference rooms.
• Draft emails and other business communications on the executives’ behalf.
• Responsible for greeting external meeting attendees, fielding phone calls, reviewing incoming mail.
• Travel & logistics/Expense Management
• Arrange domestic and international travel using Concur - including flights, car service, hotels, and dining reservations. Develop itineraries/agendas and book meeting accommodations.
• Track expenses and prepare expense reports regularly in Concur to ensure timely reimbursement.
• Events
• Support coordination of in-office and offsite team events, leadership meetings, and executive-sponsored gatherings.
• Work with event coordinator and other EAs. Assist in managing logistics including venue, catering, materials, and attendee communications.
• For certain events serve as the point of contact for event vendors and internal partners during planning and execution.
• Additional Support
• Working alongside the executive to manage special projects and ad-hoc requests.
• Work closely with the EA to the COO, EA to the Chief Strategy Officer, and the Executive Leadership Team to provide unified support.
• Maintain confidentiality on all business matters and work independently on special assignments.
• Provide a bridge for smooth, accurate communication between the executives’ office and internal departments, demonstrating leadership to maintain credibility, trust and support.
• Participate in regular departmental meetings and training and development sessions as directed.

Qualifications & Experience

• Bachelor’s degree or equivalent experience
• High level of professionalism with proven experience (7+ years) supporting a C-suite or senior executive in a fast-paced environment
• Proficient in Microsoft office (Outlook, Word, Excel, PowerPoint, One drive, CoPilot and Teams), Zoom, Concur, LinkedIn Learning
• Develop a high level of knowledge in navigating our internal Customer Relationship Management system (FieldTech)
• Exceptional organizational skills and attention to detail
• Excellent communication (verbal and written) and interpersonal abilities
• Strong judgment and discretion with sensitive information and stakeholder relationships
• Motivated self-started with demonstrated ability to problem-solve, manage competing priorities, anticipate needs without being asked
• Highly flexible due to nature of working in a fast-paced corporate environment
• Team-oriented and collaborative, with the ability to work independently

What We Offer

• Competitive salary
• PTO & paid holidays
• 401(k) with match
• Exclusive discount programs
• Health & wellness programs

Actual Base Salary Offered

Actual base salary offered will be determined on a case-by-case basis. The base salary range for this position is $100,000 – $140,000.

Performance-Based Incentives

This position may be eligible for performance-based incentives.

NFP and You... Better Together!

NFP and Lenox Advisors is an inclusive Equal Employment Opportunity employer.