Executive Assistant to the Office of the CEO

CastleOak Securities; New York (NY); Hybrid; USD 110,000 - 125,000; Full time

Job summary

An established industry player is seeking a highly organized Executive Assistant to support the CEO. This role requires exceptional multitasking abilities and discretion, as you will manage a dynamic calendar, coordinate travel, and serve as a liaison with stakeholders. The ideal candidate will thrive in a fast-paced environment and possess strong communication skills. With a competitive salary and a hybrid work model, this position offers a unique opportunity to contribute to a premier boutique investment bank known for its expertise in capital markets. Join a team where your contributions will be valued and recognized.

Benefits

Health Insurance

Commuter Benefits

401(k) with Company Match

Paid Time Off

Charitable Contribution Match

Company-Paid Life Insurance

Short-Term and Long-Term Disability Insurance

Intentional Culture Celebrations

Social Outings

Flexible Work Environment

Qualifications

• 3-10 years of experience as an Executive Assistant supporting C-level executives.
• Exceptional organizational skills and the ability to multitask effectively.

Responsibilities

• Provide high-level administrative support for the CEO.
• Manage the CEO's complex calendar and coordinate travel arrangements.
• Handle sensitive information with discretion and professionalism.

Skills

Organizational Skills

Communication Skills

Discretion

Proficiency in MS Office

Multitasking

Interpersonal Skills

Resourcefulness

Education

Bachelor's Degree

Tools

MS Office Suite

Job description

Executive Assistant to the Office of the CEO

Join to apply for the Executive Assistant to the Office of the CEO role at CastleOak Securities

Executive Assistant to the Office of the CEO

Join to apply for the Executive Assistant to the Office of the CEO role at CastleOak Securities

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:

• Hybrid workplace: work from home 2 days per week!
• Health insurance: competitive medical, dental, and vision programs
• Commuter benefits
• 401(k) with a company match
• Charitable contribution match program for employees
• Company-paid life insurance, short-term and long-term disability insurance
• Paid time off: vacation, personal days, sick leave, etc.
• Intentional culture celebrations and social outings
  
  

We are seeking a highly organized, proactive, and resourceful individual to join the firm as the Executive Assistant to the office of the CEO. This is a key role on the small but highly functional office of the CEO team, who provides comprehensive administrative support to the office of the CEO. The successful candidate will thrive in a fast-paced environment, be adaptable to changing priorities, and demonstrate a high level of professionalism and discretion.

Responsibilities

• Provide high-level administrative support for the CEO, serving as both the primary point of contact and gatekeeper for internal and external stakeholders. Build and maintain strong relationships with internal and external stakeholders, acting as a liaison between the CEO and various parties.
• Manage the CEO's complex and dynamic calendar, scheduling appointments, creating meeting agendas and documents, and setting up video conferences, meetings, town halls, and events. Proactively anticipate and solve scheduling conflicts, looking days in advance for ways to optimize time and efficiency. Prioritize commitments, and ensure efficient use of the CEO's time, rather than just slotting in meetings to openings.
• Keep CEO on track during the day, setting up video calls in advance, printing meeting materials, and informing attendees of delays or changes in the moment (and rescheduling as needed)
• Coordinate travel arrangements for the CEO
• Handle the CEO's complex expenses
• Coordinate executive-level events, functions, and engagements, including quarterly management meetings
• Oversee coordination of firm-wide events, including the annual holiday party and summer event, delegating tasks as appropriate
• Manage logistics for visitors, including arranging catering for meetings, room setup, equipment, and participant invitations
• Manage incoming and outgoing phone calls, draft and edit emails and other written communications, and keep contacts up to date
• Maintain an organized and up-to-date filing system for documents, records, and confidential information
• Prepare and distribute departmental reports; ensure approvals and signatures are secured in a timely manner
• Create documents in Word/Excel/PowerPoint, track email and holiday card lists, prioritize requests as they come in, and respond to inquiries with a sense of urgency
• Handle sensitive and confidential information with the utmost discretion and professionalism
• Provide light support work, including calendar and phone, for the Chief of Staff
• Complete any reasonable projects or tasks as requested by CEO or his Chief of Staff
  
  

Required Qualifications

• Bachelor's degree
• 3-10 years' experience as an Executive Assistant or similar role supporting C-level executives, preferably in the banking or consulting sectors
• Exceptional organizational skills and the ability to multitask and ruthlessly prioritize
• Excellent written and verbal communication skills, with exceptional attention to detail
• Proficient in using productivity tools and software, including MS Office suite (Outlook, Word, Excel, PowerPoint)
• Professional discretion to handle confidential information, highest levels of integrity. Discretion and the ability to maintain strict confidentiality
• Flexibility to adapt to changing priorities and work in a fast-paced, deadline-focused environment
• EXCELLENT attention to detail, with a healthy amount of self-motivation to get things done correctly
• Strong interpersonal skills and the ability to work with individuals at all levels of the organization
• Strong work ethic coupled with a sense of urgency around completing tasks
• Resourceful and proactive, with the ability to complete a high volume of tasks and project independently
• A "can do" attitude
  
  

Preferred Qualifications

• Project management experience
• Technology savvy
• The desire to make improvements on existing processes
  
  

Salary: $110-125K

Eligible for end of year discretionary bonus

Location: New York, NY

Travel: N/A

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, citizenship, age, marital status, medical condition (including pregnancy and related conditions), physical or mental disability, protected veteran status, and/or any other characteristic protected by law.

Please do not contact employees of the firm directly regarding open positions.

Seniority level

• Seniority level

  Mid-Senior level

Employment type

• Employment type

  Full-time

Job function

• Job function

  Administrative

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