Senior Executive Assistant

Become an integral part of the Securities Services team where you will have the opportunity to work in a fast-paced organization and each day will be unique! This role provides a platform for professional growth and skill enhancement. Be part of a team that is results-oriented, with a focus on attention to detail and quality.

As a Senior Executive Assistant in Securities Services, you will partner with one or more executives managing demanding and dynamic calendars and complex domestic/international travel. You will be leading the office and schedule, tapping your thought leadership to managing priorities and ensuring efficient use of executives’ time, to plan and lead large events, Town Halls, maintain critical follow ups and will draft simple communications. You will leverage exceptional communication and organizational skills partnering with colleagues to maximize client meeting schedules, visit preparation and client follow up. You will also be working closely with key stakeholders to plan market visits, large scale meetings and presentations.

Job responsibilities

• Manage and screen all incoming interactions on behalf of the executive, acting as the primary liaison between leadership, staff, clients and external stakeholders
• Arrange and maintain complex travel plans and itineraries for domestic travel as well as complex international travel
• Manage complex calendars for leaders in a fast paced and dynamic environment, arrange travel plans, adjust and prioritize last-minute changes including logistics such as conference rooms, events, and catering, etc
• Work closely with key stakeholders to manage priorities and maintain key documents using firm tools such as LLM, Teams and Concur
• Support local event planning and execute as needed and/or support local employee engagement activities such as team recognition, events, etc.
• Produce high quality emails and messages to individuals at all levels of the organization
• Maintain current organizational charts and Executive Bio’s and distribution lists
• Provide site support for local office requirements including phone coverage, assistance with new hire integration, facilities maintenance, supplies, floor access, presence at local events, greeting clients and guests and escorting them throughout the location, food orders/set up and takedown of conference rooms, always ensuring superior client service
• Provide general team support such as time keeping, training tracking, and assist in ad hoc projects as needed
• Maintain confidential data, enforce internal controls, and comply with policies and procedures
• Process T&E expense claims for team members. Ensure all policies are followed and items are processed within provided guidelines. Act as a subject matter experts for policies and procedures

Required qualifications, capabilities and skills

• A minimum of 5 years of experience supporting executive level leadership
• Strong organizational skills and ability to work independently in a demanding, changing and fast paced environment
• Domestic and International travel planning skills and knowledge
• Effective interpersonal skills and excellent communication - confident, organized, and clear
• Fluency in planning complex market visits
• Fluency in technology and tools such as LLM to create efficiency and in all Microsoft products such as Excel, PPT and Teams and learns new technologies quickly
• Willing to work outside business hours as business needs require
• Discretion and good judgment in confidential situations, and proven experience interacting with all levels in the organization
• Strong interpersonal, presentation and communication skills
• Collaborates effectively with colleagues and team members, assisting with projects and tasks as needed

Preferred qualifications, capabilities and skills

• Experience supporting at the Managing Director level (or equivalent) or above with preferred experience as a partner to senior level revenue producers in a sales and financial services environment
• College degree is a plus

Note: This role requires five days in the office (Mon-Fri) and will not support Hybrid options. Hours are 7:30am/8:00am – 4:30/5:00pm