Administrative Assistant - Finance Team

WhiteCap Search; Stamford (CT); On-site; USD 85,000 - 120,000; Full time

Job summary

WhiteCap Search seeks a highly organized executive assistant to support two Co-CFOs in a fast-paced, confidential financial environment. You will manage complex calendars, coordinate travel, prepare materials, and handle sensitive communications.

Ideal candidates have 4–10 years of C-level support experience, strong MS Office skills, and the ability to partner with a finance team on broad initiatives.

Qualifications

• 4–10 years of experience supporting C-level executives in a demanding environment.
• Experience supporting multiple senior executives simultaneously preferred.
• Experience in financial services or investment environments is a plus.
• Strong proficiency with Outlook, Word, Excel, and PowerPoint.

Responsibilities

• Provide comprehensive administrative support to two Co-CFOs, including calendar and time management.
• Coordinate internal and external meetings, travel, and logistics.
• Prepare materials, presentations, and reports for meetings with investors and teams.
• Screen and prioritize calls and correspondence; handle confidential information.
• Assist with expense reporting, invoices, and ad hoc finance projects.
• Collaborate with executive assistants across the firm on firm-wide activities.

Skills

Executive support

Calendar management

Travel coordination

Communication

Tools

Microsoft Office

Job description

We are seeking a highly organized, polished, and proactive professional to provide dedicated support to two Co-Chief Financial Officers. This is an excellent opportunity for an experienced administrative professional who thrives in a fast-paced, highly confidential financial environment and enjoys supporting senior executives.

The successful candidate will serve as a trusted partner to both Co-CFOs, helping them operate efficiently by managing complex schedules, coordinating meetings and travel, handling correspondence, preparing materials, and supporting a wide range of administrative and organizational priorities.

We are seeking a highly organized, polished, and proactive professional to provide dedicated support to two Co-Chief Financial Officers. This is an excellent opportunity for an experienced administrative professional who thrives in a fast-paced, highly confidential financial environment and enjoys supporting senior executives.

The successful candidate will serve as a trusted partner to both Co-CFOs, helping them operate efficiently by managing complex schedules, coordinating meetings and travel, handling correspondence, preparing materials, and supporting a wide range of administrative and organizational priorities.

Responsibilities

• Provide comprehensive administrative support to two Co-CFOs, including calendar and time management.
• Manage complex, frequently changing calendars and coordinate internal and external meetings.
• Schedule conference calls, video meetings, and appointments with internal teams, investors, service providers, and other external contacts.
• Coordinate domestic and international travel arrangements, including flights, hotels, ground transportation, and detailed itineraries.
• Prepare and organize meeting materials, presentations, reports, agendas, and other documents.
• Assist with expense reporting, invoice processing, and other administrative and financial-related tasks.
• Screen and prioritize incoming calls, emails, and correspondence as appropriate.
• Coordinate meetings and events, including room reservations, catering, technology, and related logistics.
• Maintain organized electronic and physical files and ensure documents are handled appropriately.
• Assist with special projects and ad hoc requests on behalf of the Co-CFOs and Finance team.
• Work closely with other executive assistants and administrative professionals across the firm to coordinate schedules and firm-wide activities.
• Handle highly confidential and sensitive financial, personnel, and business information with discretion.

Qualifications

• 4-10 years of experience providing administrative or executive support to C-level executives, preferably in a demanding, fast-paced professional environment.
• Experience supporting multiple senior executives simultaneously is strongly preferred.
• Experience within financial services, private equity, investment management, or a similarly sophisticated professional environment is preferred.
• Strong proficiency with Microsoft Office, particularly Outlook, Word, Excel, and PowerPoint.

Disclosure: The hourly rates and/or salaries listed may or may not reflect total compensation packages including bonus and fringe benefits, etc., nor are the advertisement(s) posted a guarantee of a certain compensation package for a position or bona fide offer of employment. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, or protected veteran status and will not be discriminated against on the basis of disability.