Senior Administrative Assistant

Beacon Hill Staffing Group, LLC; Springfield (IL); Remote; USD 65,000 - 95,000; Full time

Job summary

Beacon Hill Staffing Group is seeking a polished Executive Assistant to support a two-person senior leadership team in a fast-paced financial services environment near West Palm Beach. The role emphasizes calendar management, briefing preparation, and discreet handling of confidential information.

The ideal candidate has 5+ years of administrative experience, experience with CRM systems, and exceptional written communication.

Qualifications

• 5+ years of administrative support experience, ideally supporting senior executives.
• Experience in financial services or asset management is a plus.
• Proactive, anticipates needs, and manages communications with precision.
• Strong organization and ability to handle multiple priorities under pressure.
• Excellent client service, discretion, and professional demeanor.
• Familiarity with CRM systems and strong research/writing skills.
• Proficient with MS Office and AI tools; ability to learn new tech quickly.
• Must live within commuting distance of West Palm Beach.
• Bachelor's degree preferred but not required.

Responsibilities

• Provide high-level executive support to a two-person leadership team.
• Process meeting notes and enter them into the CRM accurately.
• Prepare briefing notes and background materials ahead of meetings.
• Manage calendars and coordinate meetings across stakeholders and time zones.
• Review conferences and attendee lists to identify contacts and opportunities.
• Track business development outreach, target lists and follow-ups.
• Coordinate with external marketing agency on projects and deliverables.
• Support research team as needed.
• Maintain CRM and electronic filing systems.
• Handle sensitive information with discretion.

Skills

5+ years admin support

Experience with senior executives

Proactive & anticipates needs

Responsive communication

Highly organized & detail-oriented

Independent work with initiative

MS Office & AI tools

Strong written communication

CRM familiarity

Discretion with confidential info

Proximity to West Palm Beach

Bachelor's degree preferred

Education

Bachelor's degree preferred but not required

Tools

Microsoft Office (Outlook, Word, Excel)

AI tools

Job description

Key responsibilities

• Provide high-level executive support to the two-person senior leadership team
• Process meeting and call notes and enter them accurately into the CRM
• Prepare extensive briefing notes and background materials ahead of meetings and calls
• Manage complex calendars and coordinate meetings across multiple stakeholders and time zones
• Review upcoming conferences and attendee lists to identify relevant contacts and opportunities
• Help track business development outreach, including target lists and follow-ups
• Coordinate with the firm's outside marketing agency on projects and deliverables
• Assist the research team as needed
• Maintain the CRM and electronic filing systems
• Handle sensitive and confidential information with the highest degree of discretion

Qualifications

• 5+ years of administrative support experience, ideally supporting senior executives
• Experience in alternative asset management, private credit or financial services
• Hard-working and proactive, with a track record of anticipating needs and staying one step ahead
• Highly responsive, with quick and precise handling of communications
• Highly organized, with extreme attention to detail
• Ability to synthesize information quickly, work independently, and know when to ask questions
• Strong technology skills, including Microsoft Office (Outlook, Word and Excel) and AI tools
• Strong research and written communication skills
• Works well under pressure, managing multiple priorities and meeting deadlines
• Professional demeanor, excellent client service skills and a high level of discretion
• Familiarity with CRM systems
• Must live within commuting distance of West Palm Beach
• Bachelor's degree preferred but not required

Beacon Hill was founded to set a new standard in search, career placement and flexible staffing. Our client, a well-established professional services firm in West Palm Beach serving the alternative asset management industry, is seeking a polished, highly organized and proactive Executive Assistant to support its two-person senior leadership team. This individual will serve as a trusted business partner, supporting meeting preparation, business development, marketing and research in a fast-paced, client-focused environment. The ideal candidate is hard-working, detail-obsessed and always one step ahead, responding to communications quickly and precisely and making sure the team walks into every meeting fully prepared. Preferred experience in alternative asset management, private credit or financial services is important. The role is primarily remote, but candidates should live within commuting distance of West Palm Beach, as in-person support may be needed on short notice.

Beacon Hill is an equal opportunity employer and individuals with disabilities and/or protected veterans are encouraged to apply. California residents: Qualified applications with arrest or conviction records will be considered for employment in accordance with the Los Angeles County Fair Chance Ordinance for Employers and the California Fair Chance Act.

Company Profile

Founded by industry leaders to set a new standard in search, career placement and flexible staffing, we deliver coordinated staffing solutions with unparalleled service, a commitment to project completion and success and a passion for innovation, creativity and continuous improvement. Our niche brands offer a complete suite of staffing services to emerging growth companies and the Fortune 500 across market sectors, career specialties/disciplines and industries. Over time, office locations, specialty practice areas and service offerings will be added to address ever changing constituent needs. Learn more about Beacon Hill and our specialty divisions, Beacon Hill Associates, Beacon Hill Financial, Beacon Hill HR, Beacon Hill Legal, Beacon Hill Life Sciences and Beacon Hill Technologies by visiting www.bhsg.com .

Benefits Information

Beacon Hill offers a robust benefit package including, but not limited to, medical, dental, vision, and federal and state leave programs as required by applicable agency regulations to those that meet eligibility. Upon successfully being hired, details will be provided related to our benefit offerings.We look forward to working with you.Beacon Hill. Employing the Future (TM)