Job Description

Senior Executive Assistant

Highly professional, proactive, and detail-oriented Senior Executive Assistant to provide strategic administrative and operational support to the Division Head (Equities). This individual will serve as a trusted partner, managing current and forward executive calendars, coordinating internal and external communications, preparing high-level materials, timely expense submittal for division Head and direct reporting leadership team when asked, and ensuring seamless day-to-day operations for the Division Head.

Key Responsibilities:

• Manage complex and dynamic calendars, including scheduling high-priority meetings, off-sites, and travel.
• Act as a gatekeeper and liaison, ensuring efficient communication and information flow between the Division Head, internal teams, clients, and external stakeholders.
• Prepare briefing materials, meeting agendas, presentations, and reports.
• Coordinate logistics for board meetings, client presentations, town halls, and leadership off-sites.
• Maintain and update marketing materials and pitch decks for client meetings, ensuring content is current, accurate, and professionally presented

Operational & Project Coordination:

• Track key deliverables, initiatives, and deadlines; follow up on action items to ensure execution.
• Assist in expense submittals, if necessary invoice processing, and vendor management for Division Head needs
• Support strategic projects and assist with confidential matters as needed.

Communications:

• Draft and edit correspondence, memos, and internal communications with professionalism and discretion.
• Ensure timely response to emails, meeting requests, and business inquiries.
• Maintain a high level of confidentiality, integrity, and discretion in handling sensitive information.

Relationship Management:

• Build strong relationships across departments, senior leadership, clients, and external partners.
• Represent the Division Head professionally in all interactions, both written and verbal.

Qualifications:

• 7+ years of experience supporting C-suite or senior executives in a fast-paced, corporate environment.
• Bachelor's degree preferred.
• Exceptional organizational, time-management, and multitasking skills.
• Strong proficiency in CRM systems, Zoom, Teams, Microsoft Office Suite (Outlook, Word, PowerPoint, Excel) and virtual collaboration tools (e.g., Zoom, Teams, Slack).
• Impeccable written and verbal communication skills. Good Understanding of technology.
• Proven ability to handle confidential information with discretion and judgment.

Competencies:

• Someone who is trusted to keep confidence given the sensitive nature of what we do here
• Executive presence and professionalism
• Anticipates needs and takes initiative
• High attention to detail and accuracy
• Strong interpersonal skills and emotional intelligence
• Adaptability and calm under pressure

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