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Vaco

Vaco is hiring: Executive Assistant in Greenwich

Vaco, Greenwich, CT, United States, 06831



Job Title: Executive Assistant


About the Company:


Our client, a prestigious and fast-growing firm in the financial services industry, is seeking an experienced and highly organized Executive Assistant to support senior leadership in managing their day-to-day operations. This is a unique opportunity for a detail-oriented professional who thrives in a fast-paced environment and is capable of managing multiple high-priority tasks while maintaining a high standard of professionalism. The ideal candidate will play a key role in ensuring the smooth and efficient functioning of the executive office.

Job Overview:


The Executive Assistant will provide high-level administrative support to C-suite executives, including the CEO, CFO, and other senior leaders, assisting with both personal and professional tasks. This position requires a proactive, resourceful individual with excellent organizational, communication, and time-management skills. The Executive Assistant will serve as a key liaison between executives, internal teams, clients, and external stakeholders, ensuring smooth operations within the firm.

Key Responsibilities:

  • Executive Support: Provide comprehensive support to C-suite executives (CEO, CFO, etc.), including managing complex calendars, scheduling meetings, and coordinating travel arrangements.
  • Communication Management: Handle phone calls, emails, and correspondence on behalf of executives, prioritizing and responding to inquiries as needed. Serve as a professional point of contact for key clients and partners.
  • Meeting Coordination: Organize and prepare materials for meetings, including creating agendas, presentations, and reports. Take detailed meeting notes and ensure follow-up on action items.
  • Travel Arrangements: Coordinate complex domestic and international travel for executives, including flight, hotel, and transportation bookings, while ensuring efficient and cost-effective itineraries.
  • Document Management: Prepare, proofread, and edit documents, presentations, and financial reports. Ensure the proper filing and organization of confidential materials in compliance with industry regulations.
  • Project Management: Assist in the coordination of special financial services projects, track progress, and ensure deadlines are met. Help prepare presentations for internal and external meetings.
  • Client & Stakeholder Interaction: Act as the point of contact for clients, investors, and financial partners, managing relationships and ensuring exceptional service.
  • Expense Management: Monitor and process expenses, including preparing detailed expense reports and reconciling financial accounts for executives.
  • Event Coordination: Plan and organize internal and external events, such as client meetings, investment presentations, and corporate retreats.
  • General Office Support: Provide general administrative support to ensure efficient office operations, including managing office supplies, handling phone systems, and assisting with ad-hoc requests from other teams.

Qualifications:

  • Education: Bachelor's degree in Business Administration, Finance, Economics, or a related field is preferred.
  • Experience: 3+ years of experience as an Executive Assistant or in a similar role, preferably within the financial services industry or supporting senior-level executives in a corporate setting.
  • Skills:
  • Exceptional organizational and time-management skills with the ability to prioritize and handle multiple tasks in a fast-paced environment.
  • Excellent written and verbal communication skills, with the ability to interact professionally with executives, clients, and external partners.
  • Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
  • High attention to detail and the ability to handle confidential and sensitive financial information with discretion.
  • Proactive, self-starter with a strong ability to anticipate the needs of executives and act independently.
  • Experience with financial reports, presentations, and documents is a plus.
  • Other: Ability to work under pressure, manage changing priorities, and thrive in a dynamic, client-facing environment.

    Preferred Skills:

    • Experience with financial services or investment management tools, project management software, or customer relationship management (CRM) platforms is a plus.
    • Knowledge of regulatory requirements and compliance within the financial industry is beneficial.
    • Experience working in a financial advisory, investment banking, or asset management firm is a plus.