Executive Administrative Assistant
On-siteJersey City, New Jersey, United States
Job Summary
Manage complex calendars for leaders, prioritizing meetings, resolving conflicts, and handling last-minute changes. Coordinate domestic and international travel, including itineraries, logistics, and expense processing. Work closely with key stakeholders to maintain priorities and documents using firm tools such as Teams, Concur, and PitchPro. Support local event planning, client visits, and onsite office duties including phone coverage, facilities coordination, and client greeting. Maintain confidential information, comply with firm policies, and provide general team support for timekeeping and ad hoc projects. Requires onsite presence five days per week, Monday through Friday. Experience in a client-facing sales or financial services environment is preferred.
Required Qualifications
- Strong organizational skills with the ability to work independently in a demanding, changing, and fast-paced environment
- Proven ability to manage complex calendars, travel planning, expenses, and administrative priorities
- Self-motivated, collaborative, team-oriented, and able to exercise discretion with confidential information
- Excellent interpersonal and communication skills; confident, organized, clear, and service-oriented
- Sound judgment, decision-making, and problem-solving skills
- Proficiency in Microsoft Office and firm tools such as Teams, Concur, PitchPro, and other internal platforms
- Ability to adapt quickly to process changes and learn new technologies
- Willingness to provide onsite support, including greeting clients, distributing packages, restocking pantry items, and supporting local floor duties as needed
- 3+ years of administrative support experience in a fast-paced environment
- Commitment to customer service and effective collaboration with colleagues and team members
- Note: This role requires onsite presence five days per week, Monday through Friday, and does not support hybrid work arrangements
Desired Qualifications
- Experience in a client-facing sales or financial services environment preferred
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