Executive Assistant

Core Responsibilities

• 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.
• Ensure Directors are fully prepared for meetings and deadlines by maintaining organized systems, providing timely updates, and managing confidential documentation with the integrity.
• 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.
• 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.
• Support special initiatives and ad hoc projects, ensuring deliverables are completed on time.
• Act as a liaison between Directors and clients, fostering strong professional relationships and ensuring an exceptional standard of service.
• Enter and maintain meeting notes, tasks, and follow-ups within the CRM to ensure consistent visibility and progress tracking.
• Carefully coordinate comprehensive itineraries—flights, accommodations, and transportation—to ensure seamless and efficient travel experiences.
• 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: Proactively identifies opportunities, anticipates needs, and takes action without prompting.
• 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: Bachelor’s Degree preferred, High School Diploma required.
• Experience: 3 years supporting executives in financial services, legal field, or similarly demanding, client-focused industries. Other professional experience will be considered.
• Technical Proficiency: Strong background in Microsoft Office Suite (Word, Outlook, some PowerPoint) and familiar with CRM platforms.