Executive Assistant to Finance Executives

JW Michaels & Co.; New York (NY); Hybrid; USD 65,000 - 95,000; Full time

Job summary

JW Michaels & Co. in New York City seeks an experienced Executive Assistant to support the executive team with calendar, travel, meetings, and confidential administrative tasks.

The role is onsite four days a week with one remote day, offering exposure to high-level financial operations and cross-functional coordination across teams and clients. The role also involves maintaining CRM records and handling expenses to ensure timely, accurate execution of priorities.

Qualifications

• 3+ years experience in an administrative role.
• Experience at a financial firm is a plus, but not required.

Responsibilities

• Manage executive calendars, appointments, meetings and events.
• Coordinate domestic and international travel with detailed itineraries.
• Organize meetings from scheduling to follow-up, including agendas and materials.
• Track and report expenses; support budget preparation and tracking.
• Maintain confidentiality across high-sensitivity information and communications.
• Serve as liaison between executive and internal/ external stakeholders.
• Keep CRM updated daily with meetings, activities and relevant data.

Skills

Calendar management

Travel coordination

Meeting management

Expense management

Confidentiality

Executive liaison

CRM management

Job description

Investment bank in midtown NYC is hiring an Executive Assistant.

This role is onsite 4 days and one day remote. Some weeks the EA may be required to go onsite 5 days.

Key Responsibilities

• Calendar & Schedule Management: Manage and optimize the executive’s calendar, including appointments, meetings, and events, ensuring time is strategically allocated according to priorities.
• Travel Coordination: Plan and coordinate domestic and international travel, including flights, accommodations, ground transportation, and detailed itineraries.
• Meeting Management: Coordinate meetings from start to finish, including scheduling, conference room reservations, agendas, materials, and participant coordination. Track and follow up on action items to ensure timely completion.
• Expense Management: Manage and track executive expenses, prepare expense reports, and support budget preparation and tracking.
• Confidentiality & Discretion: Handle highly confidential and sensitive information with the utmost discretion, professionalism, and attention to privacy and security.
• Executive Liaison: Serve as a key point of contact between the executive and internal teams, clients, and external stakeholders. Communicate priorities and directives, coordinate follow-ups, and help ensure effective communication and alignment across teams.
• CRM Management: Maintain and update the CRM on a daily basis, ensuring accurate and timely records of management meetings, activities, and relevant information while providing visibility across the team.

Requirements:

• Experience working at a financial firm is a plus, but not a must.
• 3+ years experience in an administrative role.