Executive Assistant

Atrium; Hoboken (NJ); On-site; USD 85,000 - 105,000; Full time

Job summary

Atrium seeks an Executive Assistant to support senior executives in Hoboken, NJ. The role requires meticulous organization, calendar management, travel planning, and high discretion in handling confidential information.

You will coordinate meetings, prepare materials, and work with internal teams and external stakeholders to ensure smooth operations and effective communications. A strong background in professional services is preferred, with a Bachelor’s degree or equivalent experience.

Qualifications

• 5+ years of experience supporting senior executives in financial/services or professional settings.
• Exceptional organizational and time-management skills.
• Strong written and verbal communication skills.
• Ability to handle confidential information with discretion.
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
• Ability to work independently and with a broader administrative team.

Responsibilities

• Manage complex calendars, including internal/external meetings and calls.
• Coordinate domestic and international travel arrangements.
• Prepare and organize meeting materials and executive documents.
• Coordinate meetings with clients, investors, and partners.
• Handle confidential information with discretion and professionalism.
• Assist with expense reports, invoices, and other admin tasks.
• Coordinate executive events, dinners, and team activities.

Skills

5+ years exec support

Organizational skills

Communication skills

Confidentiality

MS Office

PowerPoint & Excel

Education

Bachelor’s degree in related field

Equivalent work experience considered

Job description

Atrium is seeking on behalf of our client an Executive Assistant based in Hoboken, NJ.

A background check may be run only after a conditional offer is made, where permitted by law.

Position: Executive Assistant

Employment Type: Full-time

Compensation: $85-105K

Position Overview

The Executive Assistant will provide high-level administrative support to senior executives, ensuring seamless coordination of schedules, meetings, and communications. This role requires exceptional organizational skills, attention to detail, and the ability to manage multiple priorities in a fast-paced environment. The Executive Assistant will collaborate closely with internal teams and external stakeholders to facilitate efficient operations and maintain confidentiality at all times. Must be legally authorized to work in the United States.

Responsibilities

• Manage complex calendars, including scheduling internal and external meetings, conference calls, and appointments.
• Coordinate domestic and international travel arrangements, including flights, hotels, ground transportation, and detailed itineraries.
• Prepare and organize meeting materials, presentations, reports, and other executive documents.
• Coordinate internal and external meetings with clients, investors, business partners, and other key stakeholders.
• Handle confidential and sensitive business information with discretion and professionalism.
• Manage incoming correspondence, emails, phone calls, and follow-up items on behalf of executives.
• Assist with expense reports, invoices, and other administrative and financial documentation.
• Coordinate executive events, dinners, client meetings, and team activities.
• Maintain organized electronic and physical files and ensure important information is easily accessible.
• Track deadlines, follow-up items, and action steps to ensure timely completion.
• Work closely with other Executive Assistants and administrative professionals to provide seamless support across the organization.
• Anticipate executive needs and proactively identify opportunities to improve efficiency and organization.
• Assist with special projects and other administrative responsibilities as needed.

Required Experience/Skills

• 5+ years of experience supporting senior executives, preferably within financial services, investment management, private equity, hedge funds, banking, or another professional services environment.
• Exceptional organizational and time-management skills with the ability to manage competing priorities.
• Strong written and verbal communication skills.
• Excellent attention to detail and follow-through.
• Ability to handle confidential information with a high degree of discretion.
• Strong professional presence and interpersonal skills.
• Proficiency in Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint.
• Ability to work independently while also collaborating effectively with a broader administrative team.
• Strong problem-solving skills and sound judgment.
• Flexibility and willingness to work in a fast-paced, deadline-driven environment.

Preferred Experience/Skills

• Experience supporting C-suite executives in a global organization.
• Familiarity with travel management tools and expense reporting systems.
• Knowledge of financial services industry terminology and practices.
• Ability to manage projects and coordinate across multiple departments.
• Advanced proficiency in PowerPoint and Excel for creating presentations and reports.
• Experience handling high-volume communications and prioritizing urgent requests.

Education Requirements

• Bachelor’s degree in Business Administration, Communications, or a related field preferred.
• Equivalent work experience may be considered in lieu of a degree.
• Additional certifications in administrative support or project management are a plus.
• Strong foundation in office management and executive support best practices.
• Continuous learning mindset to stay updated on technology and organizational tools.

If eligible under the ACA, medical, dental and vision benefits and time off in accordance with local paid sick time laws will be offered. Additional benefits may include paid holidays, a 401(k)-retirement plan, life insurance, disability coverage, and an employee assistance program, where applicable. Other compensation programs may include overtime, shift differentials, bonuses, commissions, or other incentive compensation, where applicable.

Commitment to Diversity

As a woman-owned firm, we value diversity. We are an equal opportunity and affirmative action employer and will consider all applications without regard to race, sex (including gender, pregnancy, sexual orientation and gender identity), age, color, religion or creed, national origin or ancestry, veteran status, disability (physical or mental), genetic information, citizenship or any other characteristic protected by law. We will ensure that individuals with disabilities are provided with reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment. Candidates who apply for roles through the Atrium website will be added to our candidate pool and may be considered for additional roles of a similar title. Please contact us to request an accommodation.

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