Executive Personal Assistant to Senior Leadership

Executive / Personal Assistant to Senior Leadership

A prominent financial firm is seeking an accomplished, full-time Executive / Personal Assistant to provide comprehensive, dedicated support to a senior executive. This critical role demands exceptional organizational ability, complete discretion, and proven flexibility . The successful candidate will be a highly competent administrative professional capable of expertly managing complex business and personal priorities in a demanding and fast-paced environment. Responsibilities and Expectations

The Assistant will be responsible for delivering top-tier support in several key areas :

• Schedule Management : Manage an extremely busy and constantly evolving calendar. This includes scheduling and organizing extensive internal and external meetings, conference / video calls, and appointments across multiple time zones, ensuring all entries are accurate and up-to-date.
• Meeting Preparation : Ensure the executive is fully prepared for all engagements. This involves coordinating meeting materials, researching and writing briefing documents, and communicating with attendees. The role also requires tracking and following up on all action items from meetings and events.
• Travel and Logistics : Coordinate complex domestic and international travel and detailed itineraries. This covers all necessary logistics, including commercial and private air travel, lodging, ground transportation, passport / visa requirements, and dining reservations.
• Financial Administration : Prepare, process, track, and submit detailed expense reports and invoices.
• Communication Flow : Manage a high volume of email and correspondence, including drafting and editing letters, memos, and other documents. Provide dedicated phone coverage, meticulously tracking messages and coordinating necessary follow-up.
• General Administration : Maintain and update all essential files and documentation. Provide initial review and sorting of all incoming mail and supply general administrative support as needed.

Qualifications

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