Executive Administrative Assistant

The Panther Group; Los Gatos (CA); On-site; USD 81,000 - 133,000; Full time

Job summary

A leading financial services firm is seeking a full-time Executive Assistant to support its busy office operations. This pivotal role requires exceptional organizational and communication skills, with a focus on maintaining the efficiency of the office environment. Ideal candidates should have at least 4 years of experience and a service-oriented mindset. The position demands discretion, confidentiality, and the ability to manage multiple priorities in a fast-paced setting.

Benefits

Medical insurance

Vision insurance

401(k)

Qualifications

• Minimum of 4 years’ experience as an Administrative or Executive Assistant to C-level executives.
• Experience in values-oriented organizations preferred.
• Ability to support high-performing leaders with discretion.

Responsibilities

• Manage calendars, schedules, and travel logistics for senior staff.
• Create a welcoming and professional environment for guests.
• Conduct research and prepare materials for meetings.

Skills

Detail-oriented

Organizational skills

Proactive problem-solving

Excellent communication

Tech-savvy

Tools

Microsoft Office Suite

Job description

Direct message the job poster from The Panther Group

Sr. Staffing Manager, Panther Professional at The Panther Group

Our client, a private financial services firm, is seeking a full-time, experienced, professional, and motivated Executive Assistant (EA) to support the operations of their busy office and its leadership team. This pivotal role provides comprehensive travel and scheduling support to several senior staff members and ensures the smooth and efficient operation of the office.

Please note: this position is 100% in office.

Key Responsibilities

• Greet guests and create a warm, friendly, and professional environment where callers, guests, and employees feel welcome
• Manage schedules, calendars, expense reports, and communications with professionalism and discretion
• Coordinate logistics and planning for complex domestic and international travel
• Sort and accurately distribute mail and deliveries
• Create shipping labels and arrange shipments via FedEx, UPS, and USPS
• Manage digital and paper filing systems
• Scan and file documents efficiently and securely
• Conduct research and prepare background materials for meetings, events, and strategic projects
• Coordinate onsite and offsite events, including staff socials and meetings
• Provide support to staff working in the office
• Comfortable navigating ambiguity and complex situations
• Highly attentive to detail, with strong organizational and planning skills
• Proactive problem-solver with sound judgment and analytical abilities
• Proficient in Microsoft Outlook, Word, and Excel

Interpersonal Skills

• Personable, diplomatic, emotionally intelligent, and team-oriented
• Capable of working with minimal supervision
• Adaptable to changing demands and able to manage competing priorities gracefully
• Excellent written and verbal communication skills; active listener
• Committed to confidentiality, integrity, and ethical conduct
• Willing to learn from mistakes and continuously improve

Professional Attributes

• Service oriented mindset—upbeat, collaborative, gracious, and resourceful
• Driven by excellence and personal growth; consistently seeks to add value
• Independent and self-managing, yet thrives in a team-oriented environment
• Tech-savvy; proficient in Microsoft Office Suite (especially Outlook); comfortable with PC platforms

Qualifications

• Minimum of 4 years’ experience as an Administrative or Executive Assistant to a senior executive (C-level or comparable)
• Experience in mission-driven or values-oriented organizations is a plus
• Strong track record of supporting high-performing leaders with discretion and poise

Seniority level

• Seniority level

  Associate

Employment type

• Employment type

  Full-time

Job function

• Job function

  Administrative

• Industries

  Financial Services and Investment Management

Referrals increase your chances of interviewing at The Panther Group by 2x

Inferred from the description for this job

Medical insurance

Vision insurance

401(k)

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