Executive Assistant

Job Overview:

We are seeking a highly organized, proactive, and professional Executive Assistant to support the CEO of our financial services company. This role is critical in ensuring the CEO's efficiency by managing day-to-day operations, handling confidential information, and serving as the primary point of contact for internal and external stakeholders. The ideal candidate will have experience in the financial services industry and demonstrate a high level of executive support and coordination.

Key Responsibilities:

Executive Support:

• Manage the CEO's calendar, including scheduling meetings, calls, and appointments, ensuring efficient use of time.
• Coordinate and prepare materials for meetings (agendas, presentations, reports) and follow up on actions.
• Handle correspondence, email management, and drafting communication on behalf of the CEO.
• Serve as the gatekeeper, screening all inquiries and communications directed to the CEO, and ensure smooth communication across departments.

Travel Management:

• Plan, coordinate, and manage all aspects of travel arrangements (both domestic and international), including flights, accommodation, itineraries, and visas.
• Prepare detailed travel itineraries and provide logistical support to ensure seamless travel experiences.

Project Management:

• Assist in the coordination and tracking of strategic projects, ensuring deadlines are met and providing status updates as needed.
• Collaborate with different departments to facilitate CEO-led projects, ensuring successful completion of tasks and priorities.

Stakeholder Relations:

• Serve as the primary point of contact between the CEO and internal/external stakeholders, including investors, board members, and clients.
• Foster strong relationships with key stakeholders and act as a liaison to maintain communication flow and resolve any issues.

1. Office Management and Administrative Tasks:

• Oversee general administrative tasks such as expense reports, document filing, and office supplies management.
• Organize company events, conferences, and off-site meetings as required.
• Assist with other ad-hoc duties as assigned by the CEO.

Confidentiality and Discretion:

• Handle confidential information with the utmost discretion, ensuring the highest levels of privacy and security.

Research and Reporting:

• Conduct research on financial market trends, industry developments, and competitors to support the CEO’s decision-making process.
• Prepare reports and summaries on business matters, financial updates, and other essential data as requested.

Qualifications:

• Education: Bachelor's degree in Business Administration, Finance, Economics, or a related field.
• Experience: Minimum of 5 years of experience as an Executive Assistant, ideally supporting C-suite executives in the financial services industry.
• Proficiency in MS Office (Word, Excel, PowerPoint, Outlook) and virtual collaboration tools (Zoom, MS Teams).
• Excellent communication and interpersonal skills, with the ability to communicate effectively with high-level stakeholders.
• Strong time management and multitasking abilities to handle diverse tasks under pressure.
• Ability to anticipate needs, think critically, and offer proactive solutions.
• Exceptional organizational skills and attention to detail.
• Strong sense of discretion and professionalism in handling confidential information.

Preferred:

• Familiarity with the financial services industry, with an understanding of financial terminology and market dynamics.
• Experience working with boards of directors, investors, and clients in a fast-paced, high-pressure environment.
• Knowledge of financial reporting systems, CRM platforms, and document management tools.

Why Join Us:

• Competitive compensation and benefits package.
• Opportunity to work closely with the CEO of a dynamic financial services company.
• Exposure to high-level business strategy, leadership, and industry insights.
• A supportive and collaborative working environment where your contributions will be highly valued.