Executive Assistant

Westfield; New York (NY); On-site; USD 80,000 - 130,000; Full time

Job summary

Westfield is seeking an Executive Assistant to provide high-level administrative support to the CFO and the Executive Vice President, Financial Lines. The role requires discretion, judgment, and the ability to manage multiple priorities in a confidential, fast-paced environment.

Responsibilities include calendar management, travel coordination, preparing presentations, coordinating meetings, expense reporting, and handling sensitive information with integrity.

Qualifications

• Minimum five years of executive administrative experience.
• Experience supporting finance or insurance leaders preferred.
• Exceptional organizational, time-management, and prioritization skills.
• Strong written and verbal communication with a high level of professionalism.
• Proactive problem-solver with the ability to anticipate needs and take initiative.

Responsibilities

• Manage multiple complex calendars and resolve conflicts.
• Coordinate domestic and international travel arrangements, including itineraries and expenses.
• Serve as primary contact for internal and external communications for senior leaders.
• Prepare executive-level documents and presentations with accuracy and professionalism.
• Coordinate agendas, logistics, materials, and follow-up actions for meetings.
• Prepare, submit, and track expense reports promptly.
• Track initiatives, deadlines, and deliverables across teams.
• Anticipate issues, assess risks, and advise leaders on solutions.
• Handle highly confidential information with discretion and integrity.
• Build strong relationships with leaders and stakeholders.
• Screen and respond to calls, requests, and visitors as needed.
• Perform additional duties as assigned.

Skills

Calendar management

Travel coordination

Executive support

Stakeholder communication

Document preparation

Expense reporting

Confidentiality

Communication skills

Tools

Microsoft Outlook

Microsoft PowerPoint

Microsoft Excel

Microsoft Teams

Job description

The Executive Assistant provides high-level administrative and operational support to the WSP Chief Financial Officer and the Executive Vice President, Financial Lines. This role requires strong judgment, discretion, and the ability to manage multiple priorities in a fast-paced, highly confidential environment. The Executive Assistant partners closely with senior leadership, internal teams, and external stakeholders to ensure seamless execution of day-to-day activities and key initiatives.

The role operates with moderate supervision and mentorship and is fully accountable for individual results and deliverables.

Key Responsibilities

• Manage multiple complex and dynamic calendars, resolving conflicts and anticipating scheduling needs
• Coordinate domestic and international travel arrangements, including itineraries, logistics, and expense documentation
• Serve as a primary point of contact for internal and external communications on behalf of senior leaders
• Prepare presentations, briefing materials, and other executive-level documents with accuracy and professionalism
• Support financial and business unit meetings by coordinating agendas, logistics, materials, and follow-up actions
• Prepare, submit, and track expense reports in a timely and accurate manner
• Track key initiatives, deadlines, and deliverables across teams, ensuring alignment and follow-through
• Proactively anticipate issues, assess risks, and recommend solutions to support leadership effectiveness
• Handle highly confidential and sensitive information with discretion, integrity, and sound judgment
• Build strong, collaborative relationships with leaders, team members, and external partners
• Screen and respond to incoming calls, requests, and visitors, prioritizing appropriately
• Perform additional duties and responsibilities as assigned

Qualifications & Experience

• Minimum of five (5) years of executive administrative experience, preferably supporting senior-level leaders
• Demonstrated experience supporting finance, insurance, or related business leaders preferred
• Exceptional organizational, time-management, and prioritization skills
• Strong written and verbal communication skills with a high level of professionalism
• Proven ability to adapt and succeed in a fast-paced, evolving environment
• High attention to detail and strong follow-through on commitments
• Proficiency in Microsoft Office and collaboration tools (Outlook, Teams, PowerPoint, Excel, etc.)
• Proactive problem-solver with the ability to anticipate needs and take initiative

The salary range for this position is $80,000 to $130,0000.

This job description describes the general nature and level of work performed in this role. It is not intended to be an exhaustive list of all duties, skills, responsibilities, knowledge, etc. These may be subject to change and additional functions may be assigned as needed by management.