Executive Assistant Job at Vaco in Greenwich

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.