Executive Assistant

Role overview

This contract Executive Assistant opportunity supports a global financial institution in New York, NY. The role is based on a hybrid arrangement with a minimum of four in-office days each week, and there may be weeks where five on-site days are needed.

What you will do

• Build fluency with the company’s travel and expense rules, including approval thresholds and submission requirements.
• Plan calendars, travel, agendas, and logistics for meetings, conferences, and events both in and out of the office.
• Arrange client meetings on site, including room booking, catering, and day-of coordination.
• Prepare, track, and follow up on expense reports in Concur to help ensure prompt reimbursement.
• Handle external vendor payments through Smaart and secure approvals for firm-covered costs through internal systems.
• Manage phone coverage by answering questions, directing calls appropriately, and recording detailed messages.
• Protect confidential information relating to the firm, staff, and clients with care and discretion.
• Monitor and manage busy executive calendars, emails, and scheduling priorities.
• Provide backup support for teammates during planned leave or unexpected absences.
• Support special projects from planning through completion and take on ad hoc assignments as needed.
• Coordinate advanced domestic and international travel, including visas with travel desk support, currency exchange, and ground transport.
• Organize complex meeting schedules by checking availability and recommending workable timing changes.
• Plan realistic travel timing between meetings, hotels, and airports to avoid conflicts and delays.
• Maintain documents and files in an organized, streamlined, and properly recorded manner.
• Support employee onboarding and offboarding for permanent staff, temporary employees, and interns.
• Help arrange execution of legal documents for signature by officers.

What we are looking for

• Previous administrative or executive-level support experience is required.
• A proactive, adaptable mindset with the willingness to handle new and ad hoc assignments.
• A strong service orientation and attention to detail, along with the ability to work independently and with others.
• Comfort learning proprietary systems quickly and adapting to changing business needs.
• Ability to juggle multiple priorities, act on your own initiative, and escalate issues when appropriate.
• Background in financial services is preferred.
• Excellent written, verbal, and interpersonal communication skills.
• A college degree is mandatory.
• Strong proficiency with Microsoft Office applications.

Additional information

This position calls for a high level of judgment, responsiveness, and flexibility in a fast-changing environment. The assistant will need to manage sensitive matters carefully while supporting a range of administrative, travel, and coordination tasks.