Executive Assistant

Prime Headhunting & Recruiting, Inc.; West Palm Beach (FL); On-site; USD 50,000 - 70,000; Full time

Job summary

An established investment firm in West Palm Beach seeks an Executive Assistant to support two partners. Responsibilities include managing calendars, coordinating travel, assisting with financial transactions, and maintaining office operations. Ideal candidates will have strong organizational and communication skills along with experience in high-level administrative support. This role offers a collaborative environment suitable for self-motivated professionals.

Qualifications

• Proven experience in executive assistant or high-level administrative support role.
• Exceptional organizational skills and multitasking ability in a fast-paced environment.
• Strong interpersonal skills with a collaborative problem-solving approach.

Responsibilities

• Manage complex calendars and coordinate travel for two senior executives.
• Assist with wire transfers and financial coordination.
• Liaise regularly with the firm's Canadian office.
• Handle communications with high-net-worth clients.
• Ensure the smooth operation of the office.

Skills

Organizational skills

Discretion

Communication skills

Proficiency in Microsoft Office Suite

Interpersonal skills

Job description

An establishedinvestment firm is seeking a poised and detail-oriented Executive Assistant to support two partners in their newly established West Palm Beach office. This is a unique opportunity to join a boutique firm known for its thoughtful, long-term approach to investing and its high standard of excellence.

The ideal candidate will bring professionalism, discretion, and a proactive mindset to a dynamic, yet intimate office setting. You will serve as a key point of contact for internal and external stakeholders, including high-net-worth clients and colleagues in the firm's Canadian headquarters.

Key Responsibilities

Executive Support: Manage complex calendars, coordinate travel and meetings, and oversee all day-to-day administrative tasks for two senior executives.

Financial Transactions: Assist with wire transfers and the coordination of financial activities with precision and confidentiality.

Cross-Border Communication: Liaise with the firms Canadian office on a regular basis; strong verbal and written communication skills are essential.

Client Interaction: Handle communications and interactions with high-net-worth clients with the utmost professionalism, tact, and discretion.

Office Management: Ensure the smooth operation of the West Palm Beach office, anticipating needs and maintaining a highly organized environment.

Qualifications

Proven experience in an executive assistant, office manager, or high-level administrative support role.

Exceptional organizational skills and the ability to juggle multiple priorities in a fast-paced environment.

Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).

Demonstrated discretion in handling confidential information.

Strong interpersonal skills and a collaborative approach to problem-solving.

Ability to work independently and anticipate the needs of busy executives.

Notary Public certification is a strong plus.

Cultural Fit

The firm values individuals who are polished yet approachable, confident yet humble. The West Palm Beach office offers a professional and easy-going environment, ideal for someone who thrives in a collaborative setting while being self-motivated and resourceful.