Executive Assistant Job at Russell Tobin in Purchase

We are seeking a highly organized and proactive Executive Assistant to support Managing Directors in a fast-paced financial services environment. The ideal candidate will deliver high-level administrative support, manage confidential matters with discretion, and ensure efficient day-to-day operations.

Job Summary: Provide comprehensive administrative support to senior executives.

Key Responsibilities:

• Provide comprehensive phone coverage, including answering calls, taking accurate messages, tracking executive availability, and handling urgent or confidential matters with sound judgment.
• Manage and maintain calendars by scheduling meetings, conference calls, and events.
• Coordinate complex travel arrangements and accommodations, and process related expense reports (e.g., for business travel or client visits).
• Navigate internal systems and work with departments across the organization to gather information, fulfill requests, and secure necessary services.
• Offer backup support to colleagues during absences and assist with general office tasks as needed.
• Perform various administrative duties, such as maintaining distribution lists, organizing workspaces, and upholding a professional office environment.

Required Skills & Attributes:

• Strong communication, problem-solving, and decision-making abilities.
• Exceptional attention to detail, along with excellent organizational and time-management skills.
• A positive, team-oriented attitude and a willingness to support others.
• Ability to multitask effectively in a dynamic, high-pressure environment.

Technical Proficiency:

• Proficient in Microsoft Office Suite, particularly Outlook for email, calendar, and contact management.
• Working knowledge of Excel and internet research tools.
• Familiarity with Concur or similar expense reporting systems is a plus.
• Willingness to continually learn and adapt to office procedures, technology, and compliance protocols.

Compensation: $30.00/hr - $33.00/hr

Seniority level

Mid-Senior level

Employment type

Contract

Job function

Administrative

Industries

Banking, Investment Banking, and Financial Services