COMPANY: Consulting Advisory Firm
POSITION: Executive Assistant
LOCATION: New York, NY - Mostly remote but in office a few times per month
HOURS: 9:00AM - 6:00PM with some flex for OT as needed
COMPENSATION: $100-120K DOE + Bonus Eligible + Benefits
BACHELOR’S DEGREE: Required
Our client, a New York advisory firm, is looking for an Executive Assistant to support the client-delivery team and clients. This team member will be a trusted partner ensuring seamless operations, proactive problem-solving, and exceptional client service. The ideal candidate thrives in a fast-paced, dynamic environment, brings sound judgement and discretion, and is energized by supporting others to perform at their best. They will balance critical thinking with flawless execution, handle sensitive information with care, and adapt seamlessly across shifting priorities and time zones. Candidates must be able to commute to New York City once per week and/or as required to support in-person meetings.
Responsibilities of the EA:
Calendar and Meeting Management
-Own complex scheduling across multiple calendars and time zones anticipating conflicts and proactively resolving them.
-Ensure internal and external stakeholders are fully prepared for meetings through agenda planning, background research, and briefing materials.
-Drive efficiency by strategically prioritizing competing demands and aligning calendars to achieve short-and long-term objectives.
Project and Operational Management
-Partner with client-delivery team to manage and track priorities, projects, and action items to completion.
-Support data capture and management in Salesforce, ensuring records, contact lists, and tasks remain current and accurate.
-Ability to visualize entire projects from start to finish, rather than focusing on individual tasks, ensuring that all components of a project are aligned and contribute to the overall goals.
Travel and Expense Management
-Plan and manage travel arrangements and itineraries with precision, adapting quickly to real-time changes.
-Prepare and submit timely, accurate expense reports in alignment with firm policies.
Team and Firm Collaboration
-Build effective relationships throughout the firm and externally; foster a collaborative and supportive culture.
-Serve as backup support for other EAs, ensuring uninterrupted coverage and continuity for client-delivery team and other stakeholders.
-Actively contribute to team meetings, sharing best practice and streamlining processes.
Ad Hoc and Special Projects
-Partner with client-delivery and Operations Team on initiatives and ad hoc projects that drive the firm’s impact.
-Support onboarding new team members to ensure smooth integration into the firm.
Requirements of the EA:
-Bachelor’s Degree is required.
-Proven experience (3+ years) as an Executive Assistant or Administrative Business Partner, or similar role in a fast-paced professional environment.
-Exceptional organizational and prioritization skills with the ability to manage multiple shifting demands across different stakeholders and time zones.
-Effective interpersonal and communication skills able to build trust and credibility with internal stakeholders, clients, and external partners.
-Demonstrated judgement and discretion particularly in handling sensitive or confidential information.
-Proactive problem-solving approach anticipating needs and taking initiative to remove obstacles before they arise.
-Adaptability and resilience thriving in a dynamic, evolving environment with competing priorities.
-Technical proficiency in Microsoft Suite, Zoom/Teams, and experience with Salesforce and Concur (or demonstrated ability to quickly learn new systems).
-Collaborative mindset, with experience working effectively in distributed/remote teams.
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