We are seeking an experienced Executive Administrator with polish and maturity to support senior executives across our business, primarily supporting our Chief Executive Officer.
Your Role
The Executive/Personal Assistant will provide support to the CEO and a broader executive leadership team as needed. The ideal candidate must have a strong work ethic, excellent communication & time management skills, good judgment, keen attention to detail and a high degree of flexibility. They should have the ability to manage work independently, to adapt to rapid changes and to be resourceful in the face of challenge.
A strong understanding of corporate dynamics and business etiquette is crucial in this role, as you will be liaising with internal and external stakeholders as a steward of the organization. The role does require in-office presence. The ideal candidate will demonstrate the highest level of professionalism, confidentiality, discretion, a calm demeanor, and tact.
We’re looking for someone who can…
- Manage travel arrangements, professional and personal. This includes planning and organizing travel on short notice. An ideal candidate will be comfortable briefing the executive on travel agendas, logistical details, and any meeting objectives/deliverables as part of the planned travel.
- Oversee the Executive’s calendar, ensuring that all appointments, meetings, and events – both professional and personal – are well-organized. Meeting arrangements may include coordination of scheduling with all attendees, room reservations, luncheon arrangements, etc. Calendar management will require using independent judgement to identify priorities across competing interests for time (i.e., “Gatekeeper extraordinaire”).
- Prep executive for meetings, including compiling all pertinent information to ensure that the Executive has all background details and context prior to the call, meeting or event.
- Provide support on other relationship management and business development initiatives as needed, acting as representative in any manner of dealings with outside parties and special projects.
- Answer incoming calls; screen and redirect them appropriately, and take accurate, actionable messages.
- Process expense reports, invoices & purchases and reconcile as required, working closely with Accounting & Finance, Tax and Legal.
- Produce reports, memos and correspondence; draft timely responses to routine inquiries as requested
- Identify and track all other incoming business requests, adhering to deadlines.
Your Expertise
We are seeking an articulate, high-energy individual with the ability to juggle multiple priorities in a cool, calm and professional manner. This will require:
- Proactive thinking and action
- Strong planning and execution skills
- Maniacal attention to detail
- Strong communication skills with the ability to interact with people at all levels, including internal and external senior level executives, clients and customers
- Willingness to roll up their sleeves and be hands on
- Attentive responsiveness
- Ability to handle stressful business situations in a rapid environment
- High level of confidence and protection for confidential files and communications
The ideal candidate will:
- Have 5+ years in a senior support role, preferably in the financial services sector
- Have a command of various communication platforms
- Be tech-savvy with experience with full Microsoft Office Suite, including Outlook, Word, PowerPoint, and Excel
Your Work Environment
The job function is performed in a professional/business casual office setting requiring normal safety precautions.. Some lifting of up to 25 pounds may be required for mailings/packages. Hours can fluctuate depending on time of month, with the workday generally beginning at 8:00 AM ET and ending at 5:00 PM ET.
InspereX is an equal opportunity employer. It complies with all laws and regulations that prohibit discrimination in employment practice because of race, color, religion, creed, ancestry, marital status, gender, age, national origin, sexual orientation, unfavorable discharge from military service, or on the basis of a physical or mental disability that is unrelated to the employee’s ability to perform the duties of the job for which an individual has applied. EOE m/f/d/v