Executive Assistant

Job Overview
The Executive Assistant will serve as the operational backbone for our leadership team — managing schedules, communications, and administrative workflows so that senior professionals can focus on client-facing and transaction work. The ideal candidate is resourceful, discreet, detail-oriented, and comfortable operating in a dynamic financial services environment.

Key Responsibilities

Calendar & Schedule Management

• Maintain and manage executive calendars, including scheduling meetings, calls, and appointments across multiple time zones
• Coordinate logistics for internal and external meetings, preparing agendas and distributing materials in advance
• Anticipate scheduling conflicts and resolve proactively

Communications & Correspondence

• Act as gatekeeper for calls, emails, and meeting requests — screening, prioritizing, and routing accordingly
• Draft, proofread, and send professional correspondence, memos, and follow-up communications on behalf of leadership
• Maintain a professional and responsive communications presence with clients, counterparties, and vendors

Deadline & Task Tracking

• Track open items, follow-ups, and deadlines across active transactions and internal projects
• Ensure nothing falls through the cracks by maintaining organized task logs and proactively flagging time-sensitive matters
• Mirror executive workflows and priorities to provide seamless support

Document & File Management

• Post, upload, and manage documents across online platforms and internal systems
• Organize and maintain digital and physical filing systems
• Prepare and format presentations, reports, and transaction-related documents

Financial & Administrative Support

• Handle invoices, purchase orders, and basic bookkeeping coordination
• Process and reconcile expense reports
• Liaise with vendors and service providers on billing and administrative matters

Travel & Logistics

• Book and manage travel arrangements including flights, hotels, and ground transportation
• Prepare detailed itineraries and handle last-minute changes as needed

Requirements

• 3+ years of experience in an executive assistant or senior administrative role, preferably in financial services or professional services
• Exceptional written and verbal communication skills — a strong writer who can draft professional correspondence independently
• Proficiency in Microsoft Excel, Word, Outlook, and PowerPoint
• Experience posting and managing documents on online platforms and portals
• Strong organizational skills with a demonstrated ability to manage competing priorities and meet deadlines
• Discretion and professionalism in handling confidential information
• Familiarity with financial or legal terminology is a plus
• Proactive, resourceful, and able to anticipate needs before they arise

Pay: $56,195.85 - $61,655.22 per year

Benefits:

• Dental insurance
• Health insurance

Work Location: Hybrid remote in Boca Raton, FL 33434