Executive Admin Assistant | Hybrid NYC | Travel Scheduling

Career Group; New York (NY); Hybrid; USD 75,000 - 95,000; Full time

Benefits offered by this job

Discretionary bonus

Competitive benefits package

Job summary

Career Group is seeking an Administrative Assistant for a leading global investment firm in New York City. The role supports a team of senior executives in a fast-paced, highly professional environment.

You will manage calendars, coordinate domestic and international travel, prepare expense reports, and serve as a gatekeeper with discretion. The position requires proactive, organized professionals who excel at anticipating needs and details.

Qualifications

• 3+ years of administrative support experience.
• Bachelor's degree preferred.
• Experience supporting senior professionals in a fast-paced environment.
• Financial services experience is preferred but not required.
• Exceptional organizational and time-management skills with strong attention to detail.
• Ability to prioritize multiple competing demands and adapt quickly as schedules and priorities change.
• Proactive problem-solving skills and the ability to work independently.
• Strong interpersonal skills and a service-oriented mentality.
• Proficiency in Microsoft Office, including Outlook, Word, Excel, and PowerPoint.
• Experience with Concur and/or Salesforce is a plus.

Responsibilities

• Manage complex and frequently changing calendars for multiple senior professionals.
• Coordinate domestic and international travel, including flights, accommodations, ground transportation, itineraries, and related logistics.
• Prepare and submit expense reports and assist with expense management for the broader team.
• Serve as a gatekeeper for executives' schedules, time, and information while maintaining a polished and professional approach.
• Anticipate scheduling conflicts and proactively resolve issues before they arise.
• Coordinate internal and external meetings, including conference rooms, video conferencing, catering, meeting materials, printing, and presentations.
• Assist with executive-level meetings, Board meetings, conferences, and off-site events.
• Manage sensitive correspondence and confidential information with the highest level of discretion.
• Build strong relationships with internal teams and external stakeholders.
• Prepare and edit PowerPoint presentations, Word documents, and Excel spreadsheets.
• Anticipate the needs of the professionals supported and provide proactive, high-touch administrative support.

Skills

Administrative support

Calendar management

Travel coordination

Education

Bachelor's degree preferred

Tools

Microsoft Office Suite

Outlook

Concur

Salesforce

Job description

Career Group is seeking an Administrative Assistant for a leading global investment firm in New York City. The role supports a team of senior executives in a fast-paced, highly professional environment.

You will manage calendars, coordinate domestic and international travel, prepare expense reports, and serve as a gatekeeper with discretion. The position requires proactive, organized professionals who excel at anticipating needs and details.