Senior Executive Assistant

Beacon Hill Staffing Group; New York (NY); Hybrid; USD 99,000 - 121,000; Full time

Benefits offered by this job

Medical insurance

Dental

Vision

Leave programs

Job summary

Beacon Hill Staffing Group in New York seeks a Temporary-to-Permanent Senior Executive Assistant to support senior leadership in Institutional Equities, Marketing and Trading. The role starts ASAP and requires four days on-site with Fridays remote, with after-hours availability as needed.

The position handles calendars, meetings, travel, expense reports, CRM data, and reports. Strong organizational skills, confidentiality and finance exposure are preferred.

Qualifications

• 3+ years of strong administrative experience.
• Finance experience is highly preferable.
• Excellent communication and problem-solving skills.
• High level of attention to detail and accuracy.
• High level of professionalism and confidentiality.

Responsibilities

• Maintain calendars, schedule appointments, meetings and conference calls.
• Prepare agendas and arrange meetings (room reservations, catering, etc.).
• Support senior leadership with special projects and initiatives.
• Input client information into CRM and manage updates for the group.
• Provide Salesforce and Charm support to the department.
• Arrange domestic and international travel per policy.
• Process expenses via the corporate expense system and generate reports.
• Attend conferences to assist with coordination of events.
• Organize and maintain filing systems for expenses and correspondence.

Skills

Administrative experience

Finance experience

Confidentiality

Calendar management

Communication skills

Tools

Salesforce

Charm

Job description

Beacon Hill was founded to set a new standard in search, career placement and flexible staffing. Innovative Investment Bank located in Midtown, Manhattan is seeking to hire a Temporary-to-Permanent Senior Executive Assistant to add to their team! This position will start ASAP and require four days on-site and will work from home on Fridays from 9am-5pm with availability after-hours as needed; a true 24/7 mindset is required. The Senior Executive Assistant performs a higher level of support on a variety of administrative functions. Supporting the senior level leadership and departments of Institutional Equities, Marketing and Trading, this position works to facilitate the smooth operation of day-to-day Executive Department activities.

Compensation is up to $110K.

Responsibilities:

• Assist the senior level leadership by maintaining calendars, scheduling appointments and meetings, and conference calls as needed
• Prepare agendas and make arrangements for meetings (room reservations, catering, etc.)
• Assist the senior level leadership and department with special projects and initiatives
• Input client information into Customer Relationship Management (CRM) database and manage updates for the group
• Provide Salesforce and Charm support to the department
• Make domestic and international travel arrangements via online system in accordance with firm and department policy for the senior level leadership and department as appropriate
• Process all expenses by creating reports via Corporate Accounting electronic expense system in accordance with firm and department policy for the senior level leadership and department as appropriate
• Attend conferences to assist with coordination of events, meetings, etc., as necessary
• Create and maintain comprehensive reports and spreadsheets as related to commission management, account client maintenance, and as requested on an ad hoc basis by senior management of the group head for special projects
• General office support to include: distribution of mail, office supplies, and invoices
• Operate and maintain office equipment such as fax machines and copiers and may troubleshoot issues when appropriate
• Greet visitors and callers and direct them to appropriate individual/group, handle/respond to inquiries, take messages, and transfer/direct to appropriate party for assistance, research questions; resolve problems
• Set up, organize, and maintain paper and electronic filing systems for expenses, correspondence, and other material including off-site storage, as needed in a logical and easily retrievable manner
• Handle highly confidential information involving client information, deals, etc. with utmost discretion
• May assist the department in setting up local equipment and access for new hires, and coordinates effectors between various departments involved in the new hire process at a designated location to ensure the on-boarding process is completed properly
• May serve as liaison between the Office Manager and building management for general site related issues that may include general office maintenance, emergency procedures, fire drills, repairs, office moves and vendor visits
• Organize and coordinate client entertainment functions/events as needed

Qualifications:

• 3+ years of strong administrative experience
• Finance experience is highly preferable, professional services experience is required
• Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, and other standard office procedures and terminology
• Excellent communication and problem-solving skills
• Strong organizational and time management skills
• High level of attention to detail and accuracy
• High level of professionalism and confidentiality

Benefits Information:

• medical
• dental
• vision
• 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.

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.

If you would like to complete our voluntary self-identification form, please click here or copy and paste the following link into an open window in your browser: https://jobs.beaconhillstaffing.com/eeoc/Completion of this form is voluntary and will not affect your opportunity for employment, or the terms or conditions of your employment. This form will be used for reporting purposes only and will be kept separate from all other records.

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.

We look forward to working with you.Beacon Hill. Employing the Future (TM)