The Executive Assistant provides high-level administrative support to the EVP, who also serves as Chief Financial Officer. Reporting directly to the Manager of Executive Administration, this role works toward the shared goal of promoting and enhancing the effectiveness of the executive office through proactive coordination, sound judgment, discretion, and exceptional attention to detail.
Location: This position is in-person (5 days per week) at our Corporate Headquarters in New York, NY.
Key Accountabilities
Executive Office Support
- Manage the executive's calendar, coordinate meetings, and prepare agendas to support an efficient and well-organized schedule.
- Assist with the preparation of financial reports, presentations, and budgets, and prepare accurate expense reports for timely submission.
- Serve as a representative and primary point of contact for the executive, engaging professionally with internal staff, clients, and external partners.
- Handle and maintain confidential financial and organizational information with the highest level of discretion.
- Plan and coordinate travel for the executive, ensuring efficient and well-executed logistics.
- Support special projects, serve as a point of contact for key financial initiatives, and provide general administrative support as needed.
Departmental Support and Conferences
- Support the logistical preparation of conferences and meetings, including site selection, contract finalization, catering coordination, audiovisual requirements, cleanup and conference room arrangements.
- Assist with the preparation of conference materials.
Special Projects
- Complete special projects as assigned by Officers, the Manager, and/or the Department.
Required Qualifications:
- Five or more years of Executive Assistant experience.
- Excellent verbal and written communication skills, with the ability to work independently and collaboratively as part of a team.
- Proficiency in Microsoft Word, Excel, PowerPoint, and Outlook.
- Demonstrated discretion and the ability to handle highly sensitive financial information with the utmost confidentiality.
- A proactive, detail-oriented approach, with strong attention to accuracy in financial and administrative tasks and the ability to anticipate needs.
- Strong interpersonal skills and the ability to communicate clearly and effectively with a range of stakeholders.
- Excellent time management and organizational skills, with the ability to manage multiple priorities, tasks, and schedules efficiently.
- Analytical and problem-solving skills, including the ability to support the executive with data analysis and financial projects.
- Ability to multitask, prioritize effectively, and maintain meticulous attention to detail in a fast-paced environment.
- Strong understanding of financial processes to support the executive's strategic work.
- Availability to work Monday through Friday, approximately 8:30 a.m. to 5:30 p.m., with flexibility for events, early-morning or late-evening meetings, conferences, and other business needs of the Senior Officer.
Success in this role is demonstrated through disciplined execution, trusted partnership, and consistently high-quality support to the EVP, Chief Financial Officer and the broader department. The successful individual will:
- Anticipate the needs of the executive and executive office, addressing priorities proactively and with sound judgment.
- Maintain a well-coordinated calendar, meeting cadence, international travel schedule, and flow of information.
- Produce accurate, timely, and polished financial and administrative materials.
- Build credibility with internal and external stakeholders through clear communication, professionalism, and responsiveness.
- Protect confidential information and exercise discretion in all interactions and work products.
- Deliver conference, meeting, accounts payable, and special-project support with strong follow-through and attention to detail.
- Remain flexible, organized, and solutions-oriented while managing competing priorities in a fast-paced environment.
The hiring range for this position ranges from $40.72 - $55.09/ hour. The rate of pay offered will be dependent upon candidates’ relevant skills and experience.
