Executive Assistant

Benefits : 401(k) matching

Dental insurance

Health insurance

Vision insurance

Location : Hybrid - 3 days in office (Miami, FL) & 2 days in Fort Lauderdale Reports to : Chief Marketing Officer (CMO) & Head of Military Investment and Communications Status : Full-time

Overview

Siebert Financial Corp. is seeking a highly organized, proactive, and dependable Executive Assistant to support two senior leaders : the Chief Marketing Officer and the Head of Military Investment and Communications. This mid-level role requires exceptional attention to detail, strong communication skills, and the ability to manage multiple priorities in a fast-paced, high-growth financial services environment.

The ideal candidate is someone who takes initiative, anticipates needs, and ensures that our executives operate efficiently and effectively across all projects, meetings, and internal communications.

Key Responsibilities

Executive Support

Manage complex calendars for two executives, prioritizing meetings and aligning schedules with business needs.

Prepare meeting briefs, agendas, summaries, and follow-up action items.

Handle confidential information with the highest level of discretion and professionalism.

Support travel planning : flights, hotels, itineraries, transportation, and coordination for multi-city travel.

Draft and refine professional communications on behalf of executives when needed.

Operational Coordination

Organize and track key projects, deadlines, and deliverables to ensure timely execution across teams.

Coordinate with HR, IT, Compliance, Finance, and other departments to assist with internal processes.

Maintain organized digital files, shared drives, and documentation for ongoing initiatives.

Assist with compliance routing, ensuring all required materials are reviewed, documented, and approved.

Process invoices, track expenses, and prepare accurate expense reports.

Communication & Stakeholder Management

Serve as a primary point of contact for internal stakeholders needing access to the CMO or Head of Military Investment and Communications.

Monitor and organize executive email inboxes, flag priorities, and streamline communication flow.

Coordinate logistics for leadership presentations, internal meetings, and key cross-department sessions.

Administrative Support

Provide day-to-day support with administrative tasks and ad-hoc executive needs.

Ensure executive workspaces, folders, and materials are organized and up to date.

Support special initiatives and strategic projects led by either executive.

Qualifications

3–5 years of experience supporting senior leadership in a corporate environment.

Strong written and verbal communication skills.

Highly organized, detail-oriented, and able to manage multiple priorities at once.

Proficient in Google Workspace, and Microsoft Office Suite.

Experience handling travel arrangements and executive scheduling.

Comfort working with confidential information and high-level stakeholders.

Ability to operate independently, anticipate needs, and stay ahead of deadlines.

Preferred Skills (Optional)

Experience in financial services, communications, or marketing.

Understanding of multi-department coordination in a corporate structure.

Benefits

Health, dental, and vision insurance

401(k) with company match

Paid time off and company holidays

Professional growth opportunities

Flexible work from home options available.