Executive Administrative Assistant- Financial Services

FlexStaff Careers; New York (NY); On-site; USD 45,000 - 64,000; Full time

Job summary

FlexStaff is hiring an experienced Executive Administrative Assistant to support five Managing Directors in a full‑time, on‑site role in the New York financial district. The position is temp-to-perm, with a potential to work one day remotely once permanent.

The schedule is a 9-hour day with a flexible start time and overtime eligibility. You will manage calendars, coordinate meetings (in person and virtual), arrange travel, and assist with expense reports and vendor payments.

Qualifications

• Bachelor’s degree or 3+ years of executive administrative support experience.
• High level of professionalism and confidentiality in all communications.
• Ability to adapt to different work styles.
• Excellent clerical, organizational, time management and written/verbal communication skills, with attention to detail and accuracy.

Responsibilities

• Maintain complex calendars, including booking and supporting travel arrangements.
• Organize and coordinate member meetings, both virtually and in person; draft, proof, and distribute meeting materials; schedule meeting rooms and virtual meetings; order food; maintain attendance/building security lists.
• Assist in planning, logistical coordination and support of occasional events with members, regulators, and policy makers.
• Prepare and manage timely submission of monthly expense reports, as well as vendor work packages and internal payments processes.
• Establish and maintain effective, collaborative, and cooperative professional business relationships throughout the organization.

Skills

Confidentiality

Adaptability

Organization

Communication

Attention to detail

Education

Bachelor’s degree or 3+ years of executive administrative support experience

Job description

FlexStaff is hiring an experienced Executive Administrative Assistant for our client, an industry leader representing securities firms, banks, and asset management companies. This role is 100% on site in the financial district. This is a temp to perm position. When the position becomes permanent, you may have the opportunity to work one day remotely. You will be supporting five managing directors in this role so it will be important to have the ability to be adaptable to support different work styles.

You will work a 9-hour day with a 1-hour lunch. The start time is flexible i.e.8:30-5:30pm or 9-6pm. The hourly salary will be $39.50 with eligibility for overtime.

Responsibilities:

As an Executive Administrative Assistant, you will be responsible for supporting five Managing Directors with the following:

• Maintain complex calendars, including booking and supporting travel arrangements.
• Organize and coordinate member meetings, both virtually and in person. This includes maintaining rosters; drafting, proofing, and distributing meeting materials; scheduling meeting rooms and virtual meetings; ordering food, and maintaining attendance/building security lists.
• Assist in planning, logistical coordination and support of occasional events with members, regulators, and policy makers.
• Prepare and manage timely submission of monthly expense reports, as well as vendor work packages and internal payments processes.
• Establish and maintain effective, collaborative, and cooperative professional business relationships throughout the organization.

Qualifications:

• A bachelor’s degree or 3+ years of executive administrative support experience.
• The ability to demonstrate a high level of professionalism and confidentiality in all communications.
• The ability to adapt to different work styles.
• Excellent clerical, organizational, time management and written and verbal communication skills, with attention to detail and accuracy.