About this role
Our client, a highly reputable, investment firm located in Midtown East, is seeking a proactive, and exceptionally organized Executive Assistant to support senior executives on its Real Estate team. This is a highly embedded role focused on managing complex calendars, coordinating travel, tracking priorities and deliverables, and implementing processes to keep the team organized and running efficiently. The ideal candidate is a resourceful self-starter with impeccable attention to detail, strong communication skills, and the ability to anticipate needs, take ownership, and drive follow-through in a fast-paced environment. This role is in the office 5x/week.
RESPONSIBILITIES:
- Serve as the dedicated Executive Assistant and primary point of contact for senior members of the team, acting as a liaison with other internal departments
- Proactively manage high-volume calendars, scheduling and coordinating internal and external meetings while resolving conflicts before they arise
- Conduct weekly planning sessions with each team member to review schedules, priorities, and outstanding items, and proactively check in ahead of key meetings and deadlines
- Manage team tasks and deliverables, following up on outstanding items and ensuring team members remain organized and on schedule
- Develop and maintain processes to improve team organization, productivity, and efficiency
- Leverage AI tools, such as Claude, to manage schedules, create reminders, prepare materials, and streamline routine administrative tasks
- Coordinate complex domestic and international travel arrangements, including flights, car service, dinner reservations, and client meetings, and troubleshoot travel issues as needed
- Prepare and submit expense reports accurately and in a timely manner
- Provide additional administrative support and assist with ad hoc projects as needed
REQUIREMENTS:
- Bachelor's degree and a minimum of 4 years of experience supporting senior-level professionals as an Executive Assistant
- Experience in a fast-paced, high-volume environment; prior experience within an investment firm or similar financial services environment strongly preferred
- Highly proactive, resourceful self-starter with the ability to anticipate needs, take initiative, and drive follow-through independently
- Exceptional organizational skills and meticulous attention to detail
- Excellent written and verbal communication skills with a polished and professional demeanor
- Ability to manage multiple competing priorities and adapt quickly to changing schedules and demands
- Strong proficiency in Microsoft Office Suite
- Comfortable leveraging AI tools to improve efficiency; prior experience is a plus but not required
SALARY:
$100–125K (DOE) + Discretionary Bonus Opportunity + Great Benefits + Excellent PTO + Perks
HOURS:
8:00am-5:00pm + Flexibility if needed