Executive / Personal Assistant – Prestigious Financial Services Firm

Career Group; Fort Lee (NJ); On-site; USD 65,000 - 90,000; Full time

Job summary

Career Group in Fort Lee, NJ is seeking a proactive Executive/Personal Assistant to act as a right-hand to senior principals, handling high-level administration and lifestyle support.

The ideal candidate brings urgency, discretion, and the ability to manage complex calendars, travel, expenses, and office operations in a dynamic, fast-paced environment.

Qualifications

• 4+ years of dual Executive and Personal Assistant experience.
• Demonstrates discretion and confidentiality.
• Proactive go-getter who can juggle multiple priorities.

Responsibilities

• Manage complex calendars and scheduling for the principals.
• Coordinate domestic and international travel arrangements with itineraries and accommodations.
• Handle expense reporting, reimbursements, and invoice processing with attention to detail.
• Liaise with internal teams, accountants, vendors, and external partners.
• Collect and organize documentation, obtain signatures, and ensure timely submission of invoices and payments.
• Screen and manage phone calls, correspondence, and communications.
• Assist with office management duties, including supplies, inventory, and keeping the office organized.
• Support event planning, logistics, vendors, catering, and venue selection.

Skills

Calendar management

Travel coordination

Expense reporting

Communication

Office management

Event planning

Tools

Microsoft Office Suite

Outlook

Excel

Job description

Executive / Personal Assistant – Prestigious Financial Services Firm

A sophisticated investment firm in Fort Lee, NJ is seeking a proactive, detail-oriented Executive / Personal Assistant. This role acts as a true right-hand to senior principals, handling a seamless blend of high-level corporate administration and complex lifestyle/personal support.

This position requires a professional who brings a strong sense of urgency, exceptional follow-through, and absolute discretion to every task. This is a fantastic opportunity for an adaptable, team oriented individual who enjoys a dynamic role and wants to take full ownership of their role.

Location: Fort Lee, NJ/ Monday-Friday in office

Hours: 9:00 AM - 6 PM ET

Key Responsibilities include but aren’t limited to:

• Manage complex calendars and scheduling for the principals
• Coordinate domestic and international business and personal travel arrangements, including itineraries, accommodations, transportation, and last-minute changes
• Handle expense reporting, reimbursements, and invoice processing with strong attention to detail
• Liaise closely with internal team members, accountants, vendors, and external partners
• Collect and organize documentation, obtain signatures, and ensure timely submission of invoices and payments
• Screen and manage phone calls, correspondence, and communications as needed
• Assist with office management responsibilities, including ordering supplies, maintaining inventory, and ensuring the office and kitchen are fully stocked and organized at all times
• Event planning, assisting with logistics, vendors, caters, venue selection etc.

The Ideal Candidate

• Experience: 4+ years of dual Executive and Personal Assistant experience. Backgrounds from a variety of fast-paced corporate industries
• Mindset: A proactive "go-getter" who anticipates needs. You operate with a high degree of accountability, thrive under pressure, and can juggle multiple changing priorities simultaneously.
• Technical Savvy: Highly proficient in Microsoft Office Suite (Outlook, Word, Excel) and modern expense/travel management software.

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