Executive Assistant

Executive Assistant
New York, NY
Pay: $48.00 - $52.00 per hour
26-08014

Job Summary

The Executive Assistant provides high-level administrative and operational support to multiple senior executives within Finance and Investor Relations. This role is responsible for managing complex calendars, coordinating domestic and international travel, supporting financial administration, organizing meetings and events, and ensuring seamless day-to-day operations. The ideal candidate is highly organized, detail-oriented, exercises exceptional discretion, and thrives in a fast-paced, high-visibility environment while managing multiple priorities.

Job Responsibilities

• Manage complex calendars for multiple senior executives, resolving scheduling conflicts and optimizing time management.
• Coordinate internal and external meetings, leadership reviews, cross-functional meetings, and executive appointments.
• Collaborate with executive assistants and business partners to coordinate schedules across leadership teams.
• Arrange domestic and international travel, including flights, accommodations, ground transportation, and detailed itineraries.
• Prepare travel materials, meeting agendas, briefing documents, and supporting information.
• Manage last-minute schedule and travel changes with professionalism and urgency.
• Screen, prioritize, and respond to incoming communications while maintaining confidentiality.
• Draft, edit, and distribute correspondence, meeting agendas, presentation materials, and follow-up communications.
• Serve as a professional point of contact for internal stakeholders, external partners, vendors, and other business contacts.
• Process expense reports, purchase orders, vendor invoices, and other financial administrative tasks accurately and timely.
• Maintain organized filing systems for confidential business and financial documentation.
• Coordinate onboarding activities for new team members.
• Assist with planning department meetings, off-site events, and small external events.
• Support earnings preparation activities, including meeting coordination and distribution of materials.
• Track action items, deadlines, and project deliverables to ensure timely completion.
• Identify opportunities to improve administrative processes and operational efficiency.
• Perform additional administrative and operational duties as assigned.

Job Requirements

• Minimum of five (5) years of experience as an Executive Assistant or Senior Administrative Assistant supporting senior-level executives.
• Experience supporting Finance, Corporate, FP&A, Investor Relations, or other executive leadership teams preferred.
• Experience supporting multiple executives with competing priorities in a fast-paced environment.
• Experience using SAP Concur, Oracle Fusion, or similar expense management systems preferred.
• Demonstrated ability to manage confidential and sensitive information with professionalism and discretion.
• Advanced organizational skills with exceptional attention to detail.
• Strong written, verbal, and interpersonal communication skills.
• Professional executive presence with excellent customer service skills.
• Proficiency with Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint.
• Proficiency with Google Workspace, Microsoft Teams, Zoom, Slack, and other enterprise collaboration tools.
• Ability to work independently, prioritize multiple assignments, and exercise sound judgment with minimal supervision.
• Familiarity with investor relations processes and earnings calendars preferred.

Education

• Bachelor's degree preferred.

About Equiliem

Equiliem believes in empowering success. It's our job to cultivate relationships that connect people and employers in a way that is inclusive, intelligent, and allows both to thrive.

Across the U.S., leading companies in healthcare, government, engineering, manufacturing, professional services, and energy rely on us for their workforce solutions. Our recruiting and HR services include contract and direct hire staffing, Payrolling/EOR, Independent Contractor Compliance, and Managed Services.

For almost 30 years, we've helped shape our industry. Today, we continue to research, ask questions, and continuously enhance the candidate journey and client experience.

Benefits

We offer a comprehensive benefits package to our employees, which includes:

• Medical Insurance
• Vision & Dental Insurance
• Life Insurance
• Matching 401(k)
• Commuter Benefits
• Employee Discounts & Rewards
• Payroll Payment Options

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Equiliem is an equal opportunity employer. We do not discriminate or allow discrimination based on race, color, religion, creed, sex, age, sexual orientation, gender identity, national origin, ancestry, citizenship, genetic information, registered domestic partner status, marital status, disability, status as a crime victim, protected veteran status, political affiliation, union membership, or any other characteristic protected by law. Equiliem will consider qualified applicants with criminal histories in a manner consistent with the requirements of applicable law. If you have visited our website in search of information on employment opportunities or to apply for a position, and you require an accommodation in using our website for a search or application, please contact our Employee Services Department at [emailprotected] or (732) 238-6050.