Senior Executive Assistant

Orion Advisor Technology; San Francisco (CA); Hybride; USD 90 000 - 130 000; Plein temps

Résumé du poste

Orion Advisor Technology, LLC is seeking a Senior Executive Assistant to provide high-level administrative support to multiple leaders in a hybrid setup. The role involves managing executive calendars, coordinating meetings, arranging complex travel, and supporting board-level activities.

Ideal candidates will have 3+ years in executive assistance, experience with senior leaders, and a strong command of Microsoft Office.

Qualifications

• Three or more years of experience as an executive assistant or in a comparable role.
• Experience supporting senior or executive-level leaders preferred.
• Experience in financial services or a regulated industry is a plus.
• Strong proficiency in Microsoft Office and calendar management tools.
• Demonstrates high discretion handling sensitive information.

Responsabilités

• Manage and maintain executive calendars, resolve scheduling conflicts, and prioritize events.
• Coordinate and schedule meetings (recurring and ad hoc) for executives and teams.
• Arrange complex domestic and international travel including itinerary preparation.
• Prepare materials for key meetings, client engagements, and business reviews.
• Support preparation for board-level or committee meetings as applicable.
• Coordinate with facilities and vendors to ensure smooth operations.

Connaissances

Calendar Management

Client-Centric

Confidentiality

Effective Communication

Outils

Microsoft Office Suite

CRM

Scheduling platforms

Description du poste

About this Opportunity:

As a Senior Executive Assistant, you will be responsible for providing high-level administrative support to multiple leaders. This person will manage and ensure the effectiveness of the company's administrative tasks and issues such as scheduling, planning, and facilitating office meetings and other administrative actions. As we continue to evolve and live our Orion values, we are looking for someone to grow with us.

It is anticipated that an incumbent in this role will work as a Hybrid employee , with three (3) or more days each week required on-site at one of the listed office locations.

Candidates should be located within a commutable distance to an office. Internal candidates currently aligned to an Orion office location may be given preference; however, internal candidates with varying work arrangements may be considered based on experience and business needs. Work location is subject to change based on business needs.

In this role, you'll get to:

• Manage and maintain executive calendar(s), resolve scheduling conflicts, and prioritize calendar events to align with business needs.
• Coordinate and schedule recurring and ad hoc meetings (weekly, monthly, quarterly) for the executive(s) and their team.
• Arrange complex domestic and international travel including airfare, hotel, ground transportation, and itinerary preparation.
• Register executive(s) for conferences, professional development events, or external engagements.
• Maintain up-to-date contact lists and distribution groups for supported leaders.

Administrative & Project Support

• Provide broad administrative support including creating presentations, spreadsheets, and reports; printing, binding, filing, data entry, and mail distribution.
• Support leaders and teams in preparing materials for key meetings, client engagements, or business reviews.
• Assist with finalizing deliverables for internal or external stakeholders, including proposals, summaries, and correspondence.
• Input and maintain data in relevant systems (e.g., CRM, scheduling tools) as directed.
• Maintain organized electronic and physical files for supported leader(s) and team; ensure records are current and easily retrievable.
• Coordinate client and employee recognition gestures (cards, gifts, flowers) as directed by supported leader(s).
• Provide support for special projects and cross-functional initiatives as assigned.
• Plan and coordinate ongoing team meetings, all-hands sessions, team-building events, and offsites.
• Manage logistics for in-person and virtual meetings including booking accommodations, coordinating participants, and arranging catering as needed.
• Support preparation for and coordination of board-level or committee meetings as applicable to the supported function.
• Monitor and order office supplies, kitchen supplies, and other consumables; ensure common areas are well-maintained.
• Manage relationships and expenses with vendors including shipping carriers, office equipment providers, facilities services, and catering.
• Periodically evaluate vendor relationships and costs; recommend and onboard new vendors when warranted.
• Serve as a point of contact with building facilities management and external service providers to ensure proper standards are maintained.
• Coordinate with facilities management to support the needs of the local office.
• Serve as a professional point of contact for inbound calls, emails, and inquiries on behalf of supported leader(s); triage, respond, and follow up as appropriate.
• Draft, proofread, and send correspondence on behalf of supported leader(s) as directed.
• Build and maintain positive relationships with internal stakeholders, external partners, and clients at all organizational levels.

We're looking for talent who:

• Has a minimum of three (3) years of experience as an executive assistant or in a comparable administrative support role as required.
• Has experience supporting senior or executive-level leaders preferred.
• Has experience within financial services or a similarly regulated industry preferred.
• Has experience managing complex, multi-executive calendars and email inboxes.
• Demonstrates high discretion in handling sensitive information.
• Has strong written, verbal, and listening skills; comfortable interacting with stakeholders at all levels.
• Has advanced proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook); AI, experience with CRM or scheduling platforms a plus.
• Can manage competing priorities and meet deadlines with a sense of urgency.
• Works effectively both independently and as part of a team; builds relationships across functions.
• Has prior experience planning and coordinating event logistics.
• Exercises sound judgment to anticipate needs and resolve issues proactively.
• Owns and manages relationships with stakeholders directly and works effective

#LI-AP1

#LI-Onsite

#LI-Hybrid

Recommended Skills:

Calendar Management, Client-Centric, Confidentiality, Effective Communication,