Executive Assistant

CastleOak Securities; New York (NY); Hybrid; USD 65,000 - 90,000; Full time

Benefits offered by this job

Health insurance

Commuter benefits

401(k) with company match

Charitable contribution match

Hybrid Workplace

Life insurance

Disability insurance

Paid time off

Job summary

CastleOak Securities, L.P. is seeking an experienced Executive Administrative Assistant to provide high-level support to two to three senior executives in a fast-paced, client-focused environment. The role requires exceptional organization, discretion, and strong calendar management.

The assistant will coordinate meetings, travel, events, and communications, ensuring executives are prepared, on time, and able to focus on strategic priorities in a lean firm setting.

Responsibilities

• Provide high-level administrative support to two to three senior executives, serving as a reliable point of contact for internal and external stakeholders.
• Manage multiple complex and frequently changing calendars, using strong judgement to prioritize meetings, resolve conflicts, protect executive time, and ensure each day is organized efficiently.
• Coordinate meetings, video conferences, town halls, management sessions, and events, including agendas, materials, room setup, technology, catering, and participant logistics.
• Anticipate scheduling needs and proactively look ahead to identify conflicts, preparation gaps, travel considerations, stakeholder dependencies, and potential issues requiring a thoughtful pivot to a pre-planned backup approach.
• Keep executives on track throughout the day by preparing materials, setting up calls or meetings in advance, communicating delays or changes, and rescheduling as needed.

Job description

CastleOak Securities, L.P. (“CastleOak”) is a premier boutique investment bank focused on providing capital markets services to a broad array of corporate, governmental and institutional clients. Headquartered in New York City, the firm specializes in primary and secondary sales and trading of fixed income, equity, and money market securities, as well as financial advisory (including M&A and private placements). Since its founding in 2006, CastleOak has assisted its clients on public offerings totaling over $4 trillion. CastleOak's professionals average 20 years of successful Wall Street experience and ongoing working relationships with some of the largest global corporations.

We offer a competitive total rewards package including:

• Health insurance: competitive medical, dental, and vision programs
• Commuter benefits
• 401(k) with a company match
• Charitable contribution match program for employees
• Hybrid Workplace
• Company-paid life insurance, short-term and long-term disability insurance
• Paid time off: vacation, personal days, sick leave, etc.

Role Overview

We are seeking a professional, and highly capable Executive Administrative Assistant to provide high-touch support some of our most senior executives. This role is ideal for an experienced administrative professional who is technologically savvy, exceptionally organized, and comfortable managing multiple complex calendars, shifting priorities, and planning activities at the same time. This individual will operate as a trusted partner to senior leadership, helping executives stay organized, prepared, and focused. The successful candidate will bring sound judgment, strong follow-through, discretion, and a proactive mindset. In a lean firm environment, this person must be comfortable taking ownership, anticipating needs, improving processes, and managing a wide range of administrative, scheduling, travel, event, communication, and project-related responsibilities with professionalism and urgency.

Key Responsibilities

• Provide high-level administrative support to two to three senior executives, serving as a reliable point of contact for internal and external stakeholders.
• Manage multiple complex and frequently changing calendars, using strong judgment to prioritize meetings, resolve conflicts, protect executive time, and ensure each day is organized efficiently.
• Coordinate meetings, video conferences, town halls, management sessions, and events, including agendas, materials, room setup, technology, catering, and participant logistics.
• Anticipate scheduling needs and proactively look ahead to identify conflicts, preparation gaps, travel considerations, stakeholder dependencies, and potential issues requiring a thoughtful pivot to a pre-planned backup approach.
• Keep executives on track throughout the day by preparing materials, setting up calls or meetings in advance, communicating delays or changes, and rescheduling as needed.