Administrative Assistant

Chilton Trust; New York (NY); On-site; USD 65,000 - 90,000; Full time

Job summary

Chilton Trust in New York, NY seeks an organized Executive Assistant to support senior executives with calendar management, travel coordination, and cross‑functional project support. This role emphasizes confidentiality, discretion, and polished communication with clients and internal teams.

The ideal candidate has 2–4 years of corporate experience, a Bachelor’s degree, and strong MS Office skills, with the ability to work independently and handle sensitive information in a professional

Qualifications

• Bachelor's degree required; 2–4 years corporate business experience preferred in financial services.
• Excellent oral and written communication skills.
• Strong MS Office and computer literacy.
• Ability to work with others in a cooperative, professional manner.
• Organized with strong attention to detail; reliable and proactive.
• Discretion handling confidential matters and sensitive information.

Responsibilities

• Manage complex calendars, coordinate internal/external meetings, and arrange travel.
• Assist with strategic initiatives, marketing efforts, and ad hoc projects for executives.
• Screen and prioritize calls and correspondence; draft responses and briefing materials.
• Organize executive meetings, board sessions, and client events; prepare agendas and materials.
• Maintain confidentiality and discretion in handling sensitive information.
• Process expense reports, invoices, and maintain accurate records; liaise with vendors.
• Serve as a cross‑functional liaison between executives and internal teams to ensure smooth workflow.

Skills

Excellent oral and written comms

MS Office proficiency

Team-oriented collaboration

Organized, detail‑oriented

Independent, self-directed

Discretion with confidential matters

Good judgment in sensitive issues

Education

Bachelor's Degree

Tools

Microsoft Office

Job description

Firm Description

Chilton Trust (“CTC”) is a private wealth management firm launched in 2010 by Richard L. Chilton Jr. CTC offers full-service, bespoke private wealth management services, including asset allocation advice, management of separate portfolio accounts in equity and fixed income, open architecture manager research, trust and estate planning and family office services include tax compliance and planning. CTC has offices in New York, Palm Beach, Naples, Connecticut, Charlotte, Virginia and Delaware.

Our primary mission is to provide our clients with a portfolio of financial services that capture superior long-term investment returns throughout all market cycles by executing our proven commitment to value-added, fundamental research and disciplined portfolio management. We strive to achieve these goals through a team of passionate professionals who share a common culture of mutual respect, integrity, and work ethic built on creative thinking and leadership, and always putting our clients’ interests first.

Position Description

Responsibilities

• Calendar & Scheduling: Manage complex calendars, coordinate internal/external meetings, and arrange travel.
• Project Management: Assist with strategic initiatives, marketing efforts, and ad hoc projects as directed by executives.
• Communication Management: Screen and prioritize calls, and correspondence; draft responses and prepare briefing materials.
• Meeting & Event Coordination: Organize executive meetings, board sessions, and client events; prepare agendas, presentations, and follow-up documentation.
• Confidentiality: Handle sensitive information and documents with the utmost discretion.
• Operational Support: Process expense reports, invoices, and maintain accurate records; liaise with vendors and service providers as needed.
• Cross-Functional Collaboration: Serve as a point of contact between executives and internal departments; ensure smooth communication and workflow.

Candidate Description

• Bachelor's Degree
• 2-4 years of corporate business experience, preferably in financial services
• Excellent oral and written communication skills
• Strong working knowledge of Microsoft Office
• Ability to work/interface with others in a cooperative manner
• Organized, with a strong attention to detail
• Flexible, independent and self-directed
• Ability to handle confidential matters
• Ability to exercise good judgment and discretion with sensitive issues