Executive Assistant

Jobtailor; Newark (NJ); On-site; USD 90,000 - 140,000; Full time

Job summary

Jobtailor is seeking an experienced Executive Assistant to support senior leaders in our Investments division in Newark, NJ. The role focuses on high-level administrative support, calendar coordination, and travel logistics across time zones.

The successful candidate will manage complex schedules, prepare executive materials, and act as a trusted point of contact. A Bachelor's degree and 6+ years in executive support, preferably in financial services, are required.

Qualifications

• Minimum six years supporting senior-level executives in fast-paced environments.
• Experience in financial services or investment management preferred.
• Ability to manage high volume of requests with attention to detail and discretion.

Responsibilities

• Provide day-to-day administrative and operational support
• Coordinate communications, calendars, and meeting logistics
• Organize complex calendars and schedule large meetings with executives
• Coordinate international travel across time zones, including visa requirements
• Support client meetings with agendas, materials, logistics, and compliance pre-approvals
• Prepare executive-ready PowerPoint presentations, documents, and reports
• Serve as professional contact for communications on behalf of Investments leadership
• Coordinate employee and volunteer events; backup coverage for other Executive Assistants
• Collaborate with Admin Team on ad hoc projects and initiatives

Skills

Executive Support

Calendar Management

Travel Coordination

PowerPoint Proficiency

Excel Proficiency

Project Management

Communication Skills

Discretion & Confidentiality

Ownership & Accountability

Education

Bachelor's degree

Tools

Concur

Workday

Job description

• Provide day-to-day administrative and operational support


• Prepare and coordinate communications, calendars, and meeting logistics


• Organize and maintain complex calendars and schedule large meetings with senior-level executives


• Coordinate complex international travel across time zones and regions, including visa requirements and cultural considerations


• Support client meetings through agenda coordination, preparation materials, logistics, compliance pre-approvals, and internal preparation sessions


• Prepare, edit, and produce executive-ready PowerPoint presentations, Word documents, reports, and other materials


• Serve as a professional point of contact for written and verbal communications on behalf of the Investments leadership team


• Coordinate employee and volunteer events


• Provide backup coverage for other Executive Assistants


• Collaborate with the Quantitative Solutions Admin Team on ad hoc projects and broader initiatives

Requirements

• Minimum of six years of experience supporting senior-level executives in a fast-paced professional environment


• Prior experience in the financial services or investment management industry


• Hands-on, roll-up-your-sleeves mindset


• Strong sense of ownership and accountability


• Client-service orientation


• Ability to operate in ambiguity and adapt quickly as priorities evolve


• Proven project and workflow management skills


• Ability to manage a high volume of concurrent requests while maintaining accuracy and follow-through


• Exceptional attention to detail


• Strong time-management and prioritization skills


• Advanced proficiency in Microsoft PowerPoint and Word


• Strong working knowledge of Excel for tracking, organization, and analysis


• High integrity, discretion, and judgment handling sensitive and confidential information


• Ability to communicate effectively across teams


• Working knowledge of Concur and Workday


• Flexibility to work overtime as needed


• Bachelor's degree

Core Competencies

Demonstrates advanced proficiency in Microsoft PowerPoint and Word, along with strong project and workflow management skills. Capable of providing high-level administrative support to senior executives in the financial services industry while maintaining discretion and attention to detail.

Highest-signal resume keywords

• Executive Support Experience


• Project Management Skills


• Advanced Microsoft PowerPoint Proficiency


• Client-Service Orientation


• Financial Services Industry Knowledge

ATS Optimization Keywords

Hard Skills

• Project Management


• Calendar Management


• Travel Coordination


• PowerPoint Presentation Preparation


• Document Editing


• Report Production


• Excel Proficiency


• Logistics Coordination


• Compliance Management


• Agenda Coordination

Soft Skills

• Attention to Detail


• Time Management


• Adaptability


• Communication Skills


• Ownership and Accountability

Industry Keywords

• Financial Services


• Investment Management


• Professional Environment


• Executive Communication


• Confidential Information Handling

Tools & Technologies

• Concur


• Workday