Executive AssistantOffice Manager

Insero Talent Solutions; City of Rochester (NY); On-site; USD 64,000 - 86,000; Full time

Job summary

Insero Talent Solutions is seeking a highly organized Executive Assistant to join a small Family Office financial services team in Rochester, NY. The role supports senior executives by managing schedules, travel, communications, and workflow to enable strategic initiatives.

You will be the office manager, handle confidential information with discretion, prepare materials for meetings and financial documents, and coordinate calendars and projects to maintain high productivity.

Qualifications

• Experience as Executive Assistant or similar administrative role in finance is preferred.
• Bachelor’s degree in Business Administration, Finance, or related field preferred.
• Notary Public or willing to obtain promptly.

Responsibilities

• Manage and maintain executive schedules, meetings, and travel.
• Prepare materials for meetings, presentations, and reports.
• Serve as primary contact between executives, clients, and stakeholders.
• Handle confidential information with discretion.
• Assist in preparing financial documents and communications for decision-making.
• Organize and prioritize emails and requests to optimize executives’ time.
• Process annual and quarterly income tax filings for individuals, partnerships and trusts.

Skills

Executive support

Notary Public

Organization

Time management

Verbal communication

Discretion

Independent work

Education

Bachelor's degree

Tools

MS Office

Financial software

Job description

Description

Our client is seeking a highly organized and proactive Executive Assistant to join a small Family Office financial services team. The successful candidate will play a critical role in supporting senior executives by managing schedules and travel plans, coordinating communications, and facilitating efficient workflow to enable top-level leadership to focus on strategic initiatives. This position requires a meticulous individual with exceptional multitasking abilities, superior communication skills, and discretion and professionalism. The Executive Assistant will also serve as office manager, monitoring and maintaining office files, materials and supplies.

Responsibilities

• Manage and maintain executive schedules, including appointments, meetings, and travel arrangements.
• Coordinate and prepare materials for meetings, presentations, and reports, ensuring accuracy and timeliness.
• Serve as the primary point of contact between senior executives, clients, and internal stakeholders.
• Handle confidential information with discretion, maintaining the highest level of professionalism at all times.
• Assist in the preparation and review of financial documents and correspondence to support executives' decision-making.
• Organize and prioritize incoming requests, emails, and communications to optimize executives’ time and productivity.
• Process annual and quarterly income tax filings for individuals, partnerships and trusts.

Requirements

• Proven experience as an Executive Assistant or in a similar administrative role. Experience within the financial services industry a plus.
• Notary Public or willing to obtain promptly
• Exceptional organizational and time-management skills with the ability to prioritize tasks effectively.
• Strong written and verbal communication skills, demonstrating professionalism and clarity.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with financial software.
• Ability to handle confidential information with integrity and discretion.
• Strong problem-solving skills and the ability to work independently under pressure.
• Bachelor’s degree in Business Administration, Finance, or a related field is preferred.
• Demonstrated ability to coordinate complex calendars and manage multiple projects simultaneously.
• High attention to detail and a commitment to delivering quality results consistently.

Compensation

$75,000 per year