Executive Assistant Job at Phaxis - Financial Services in New York

We are seeking a highly organized and proactive Executive Assistant to join our financial services firm. As an Executive Assistant, you will provide comprehensive administrative and operational support to our executive team, ensuring smooth day-to-day operations and facilitating effective communication both internally and externally. Your exceptional organizational skills, attention to detail, and ability to handle confidential information with discretion will be essential to succeed in this role. This is an exciting opportunity to contribute to the success of our financial services firm and work closely with senior management.

This is a contract to hire opportunity.

Responsibilities:

• Provide high-level administrative support to the executive team, including managing calendars, scheduling appointments, and coordinating meetings, conferences, and travel arrangements.
• Act as the primary point of contact for internal and external stakeholders, exercising professionalism, discretion, and diplomacy in all interactions.
• Prepare and proofread various documents, presentations, reports, and correspondence for accuracy, grammar, and formatting.
• Conduct thorough research and compile relevant information to assist the executive team in decision-making and project management.
• Maintain and update confidential files, records, and databases, ensuring data accuracy and accessibility.
• Facilitate effective communication and coordination among team members, departments, and external parties by disseminating information, organizing meetings, and maintaining relevant contact lists.
• Assist with financial tasks, such as expense tracking, invoice processing, and budget monitoring, ensuring compliance with company policies and procedures.
• Coordinate and support special projects and initiatives, collaborating with cross-functional teams as needed.
• Anticipate and prioritize the needs of the executive team, proactively identifying areas for improvement and implementing efficient processes to enhance productivity.
• Handle sensitive and confidential information with utmost discretion and professionalism.

Qualifications:

• 3+ years as an executive assistant or in a similar administrative role within the financial services industry.
• Excellent organizational and time management skills, with the ability to prioritize multiple tasks and meet deadlines.
• Exceptional attention to detail, ensuring accuracy and completeness in all deliverables.
• Excellent written and verbal communication skills, with the ability to interact confidently and professionally with individuals at all levels.
• Proficiency in using productivity tools such as Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and virtual meeting platforms.