Executive Administrative Assistant

Overview

Join a world-renowned investment management firm as an Executive Administrative Assistant and make a direct impact on the success of the CEO. Partnering closely with a team of administrative professionals, you’ll play a vital role in managing complex administrative and business support needs, ensuring seamless operations and efficient execution of strategic initiatives. Your expertise and dedication will contribute significantly to the smooth functioning of the executive office. As the Executive Administrative Assistant, you will be a key partner to the CEO, anticipating needs, problem-solving, and driving efficiency. You will be responsible for managing the CEO’s time, coordinating complex travel arrangements, and ensuring flawless execution of key deliverables. Your ability to navigate dynamic environments, communicate effectively, and manage multiple projects simultaneously will be essential to your success.
Responsibilities:

Thoughtfully manage the CEO’s time and priorities, optimizing their schedule for maximum impact.
Coordinate complex domestic and international travel arrangements, meticulously managing logistics and expenses.
Take ownership of key deliverables, structuring work effectively to achieve goals and anticipating long-term impacts.
Maintain meticulous attention to detail in all aspects of coordination and communication.
Become a subject matter expert on relevant technology, policies, and procedures, providing guidance and support to the administrative team.
Adapt to evolving priorities and communicate changes effectively to relevant stakeholders.
Manage and support ad-hoc projects and initiatives as needed, demonstrating versatility and adaptability.
Develop a deep understanding of the executive office’s rhythm of business, adjusting scheduling according to shifting priorities.
Orchestrate large meetings, town hall events, and offsites, managing all planning details and ensuring seamless execution.
Partner closely with the Chief of Staff and other key teams to facilitate effective communication and collaboration.

Must-Have Qualifications:

Minimum of 7 years of related administrative experience supporting C-level executives.
Proven ability to exercise discretion and independent judgment, thriving in ambiguous environments.
Demonstrated ability to make sound decisions and act quickly with limited information, assessing risks, prioritizing tasks, and escalating issues appropriately.
Excellent written and verbal communication skills, coupled with active listening skills and the ability to build consensus among diverse perspectives.
Strong understanding of big-picture goals and the ability to prioritize effectively to achieve them.
A passion for continuous learning, particularly in technology and processes, with the ability to educate others.
Unwavering commitment to ethical conduct, serving as a role model for administrative professionals and colleagues.

Nice-to-Have Qualifications:

Experience within the financial services industry.
Project management experience.

About Aquent Talent:
Aquent Talent connects the best talent in marketing, creative, and design with the world’s biggest brands.
Our eligible talent get access to amazing benefits like subsidized health, vision, and dental plans, paid sick leave, and retirement plans with a match. We also offer free online training through Aquent Gymnasium. More information on our awesome benefits!
Aquent is an equal-opportunity employer. We evaluate qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, and other legally protected characteristics. We’re about creating an inclusive environment—one where different backgrounds, experiences, and perspectives are valued, and everyone can contribute, grow their careers, and thrive.

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