Member of Executive Office, Executive Administrative Assistant

We are seeking a highly organised and detail-oriented Executive Administrative Assistant to provide comprehensive support to multiple Executives across our business. This person is able to thrive in fast-paced environments with frequent changes and competing priorities.

The ideal candidate will have multiple years of experience supporting multiple senior executives in a hyper-growth startup environment. This role requires a proactive individual who excels in calendar management, project coordination, and cross-functional collaboration along with superior communication skills.

Responsibilities

• Own and proactively manage complex calendars for multiple senior executives, scheduling meetings across multiple time zones (and countries), and ensuring optimal time management.
• Coordinate domestic and international travel arrangements, including flights, accommodations, ground transportation, and visa requirements, while ensuring cost-effectiveness and adherence to company policy.
• Process and manage expense reports accurately and efficiently, ensuring compliance with company guidelines.
• Provide general administrative support to the team as required, including document management and correspondence - as well as deck preparation for presentations.
• Provide logistical support for team offsites and special events, assisting with planning, venue coordination/sourcing, vendor management, materials preparation, attendee coordination, and on-site support as needed.

Complexity and Impact of Work

• Exceptional organisational and time-management skills with a keen attention to detail with the ability to adapt to changing priorities and handle ambiguity.
• Monitor project timelines, milestones, and deliverables to ensure timely completion.
• Assist in the planning, execution, and tracking of strategic initiatives and projects led by our Executives.
• Excellent communication and interpersonal skills, with the ability to interact professionally with internal and external stakeholders.
• Ability to handle confidential information with discretion.

Organisational Knowledge

• Support the alignment of goals, objectives, and initiatives across the three different departments you will be supporting.
• Coordinate meetings, workshops, and presentations involving cross-functional teams.
• Serve as a liaison between your executives and various departments, facilitating communication and collaboration while being able to relay the right tone.

Communication and Influence

• Coordinate with internal and external stakeholders to prioritise and schedule engagements effectively.
• Strategic mindset with the capacity to think critically and contribute innovative ideas.
• Passionate about impact: exudes positive energy while not shunning areas of opportunity. Strong work ethic.

Requirements

• Proven experience as an executive assistant to multiple C-level executives or similar senior leadership roles, preferably in a fast-paced environment like investment management, consulting, financial services, fintech, or a technology startup.
• Strong proficiency in calendar management (effectively managing executive calendars that are both market-facing and internal for a later stage private company), travel coordination (domestic and international), and expense reporting software.
• Proactive problem-solving skills, a 'can-do' attitude, and the ability to understand nuance and exercise judgment.
• Comfortable working independently and as part of a team; ability to work autonomously.
• Proficiency with Google Workspace (Gmail, Calendar, Docs, Sheets, Google Slides) for slide deck creation, data analysis, and document preparation.
• Excellent mastery of tools and systems (e.g., Slack, Notion).
• Experience supporting event or offsite logistics.
• Experience in project management and cross-functional coordination.
• Based on the East Coast, with proximity to NYC preferred.

Preferred Qualifications

• Bonus points if you were emotionally moved by the soundtrack to Hamilton, which chronicles the founding of a new financial system.