Executive Assistant

Our client, a finance firm is seeking a highly organized and proactive Executive Assistant to support the Partners and senior leadership team. The ideal candidate will possess strong interpersonal skills, attention to detail, and the ability to handle multiple tasks in a fast-paced environment. This role is pivotal in ensuring the efficient operation of the firm and enhancing the productivity of our leadership team.

Based in Greenwich, CT, the successful candidate will be a key member of their administrative team.

• Company:
  Finance Firm
• Position:
  Executive Assistant
• Location:
  
  Greenwich, CT - fully onsite
• Hours:
  
  8:00am-5:30pm
• Degree Required
• Salary: $90k-$120k base DOE plus bonus eligible and great benefits!

• Communication: Act as a liaison between executives and team members, ensuring timely communication and follow-up on action items.
• Confidentiality: Handle sensitive information with discretion and maintain the confidentiality of firm matters.
• Calendar Management: Manage complex calendars, scheduling appointments, and coordinating meetings with internal and external stakeholders.
• Coordinate Board meetings: from planning through execution and follow-up, supporting senior leadership and Board members.
• Travel Coordination: Arrange domestic and international travel for leadership, associates, and external firm guests including flights, accommodations, and itineraries, while ensuring cost
• Private Jet Coordination: Collaborate with Flexjet and FXAir to arrange private jet travel, including transportation, catering, and necessary documentation.
• Expense Management: Assist with the monthly American Express reports for leadership.
• Email Management: Respond to email requests, including printing and copying documents as needed.
• Tax Coordination: Manage quarterly personal tax documentation for Partners, including collecting 1099s and K-1s, and preparing certified receipts for mailing.
• Document Preparation: Draft, proofread, and edit correspondence, presentations, and reports as needed, ensuring high standards of accuracy and professionalism.
• Document Coordination: Oversee the signing of all closing and miscellaneous documents, particularly for key executives.
• Event Planning: Organize and coordinate logistics for meetings, conferences, and firm events, including catering and technology setup.
• Project Management: Assist in the management of special projects, tracking progress, and ensuring timely completion of deliverables.
• Team Mentorship: Provide guidance and mentorship to junior administrative staff members.
• Backup Support: Fill in for administrative colleagues during their absence to ensure continuity of operations.

• 3-5 years’ experience as an executive assistant, preferably in finance, private equity, or related industries.
• Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with travel and expense management tools.
• Excellent organizational skills with a keen attention to detail and the ability to prioritize tasks effectively.
• Exceptional verbal and written communication skills, with the ability to interact professionally with all levels of staff and clients.
• Strong problem-solving skills and the ability to work independently in a fast-paced environment.
• Discretion and integrity in handling confidential information.
• Strong interpersonal and communication skills, with the ability to interact effectively with all