Executive Assistant

Job Title: Executive Assistant

About the Company:

Our client, a prestigious and fast-growing firm in the financial services industry, is seeking an experienced and highly organized Executive Assistant to support senior leadership in managing their day-to-day operations. This is a unique opportunity for a detail-oriented professional who thrives in a fast-paced environment and is capable of managing multiple high-priority tasks while maintaining a high standard of professionalism. The ideal candidate will play a key role in ensuring the smooth and efficient functioning of the executive office.

Job Overview:

The Executive Assistant will provide high-level administrative support to C-suite executives, including the CEO, CFO, and other senior leaders, assisting with both personal and professional tasks. This position requires a proactive, resourceful individual with excellent organizational, communication, and time-management skills. The Executive Assistant will serve as a key liaison between executives, internal teams, clients, and external stakeholders, ensuring smooth operations within the firm.

Key Responsibilities:

• Executive Support: Provide comprehensive support to C-suite executives (CEO, CFO, etc.), including managing complex calendars, scheduling meetings, and coordinating travel arrangements.
• Communication Management: Handle phone calls, emails, and correspondence on behalf of executives, prioritizing and responding to inquiries as needed. Serve as a professional point of contact for key clients and partners.
• Meeting Coordination: Organize and prepare materials for meetings, including creating agendas, presentations, and reports. Take detailed meeting notes and ensure follow-up on action items.
• Travel Arrangements: Coordinate complex domestic and international travel for executives, including flight, hotel, and transportation bookings, while ensuring efficient and cost-effective itineraries.
• Document Management: Prepare, proofread, and edit documents, presentations, and financial reports. Ensure the proper filing and organization of confidential materials in compliance with industry regulations.
• Project Management: Assist in the coordination of special financial services projects, track progress, and ensure deadlines are met. Help prepare presentations for internal and external meetings.
• Client & Stakeholder Interaction: Act as the point of contact for clients, investors, and financial partners, managing relationships and ensuring exceptional service.
• Expense Management: Monitor and process expenses, including preparing detailed expense reports and reconciling financial accounts for executives.
• Event Coordination: Plan and organize internal and external events, such as client meetings, investment presentations, and corporate retreats.
• General Office Support: Provide general administrative support to ensure efficient office operations, including managing office supplies, handling phone systems, and assisting with ad-hoc requests from other teams.

Qualifications:

• Education: Bachelor's degree in Business Administration, Finance, Economics, or a related field is preferred.
• Experience: 3+ years of experience as an Executive Assistant or in a similar role, preferably within the financial services industry or supporting senior-level executives in a corporate setting.
• Skills:
• Exceptional organizational and time-management skills with the ability to prioritize and handle multiple tasks in a fast-paced environment.
• Excellent written and verbal communication skills, with the ability to interact professionally with executives, clients, and external partners.
• Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• High attention to detail and the ability to handle confidential and sensitive financial information with discretion.
• Proactive, self-starter with a strong ability to anticipate the needs of executives and act independently.
• Experience with financial reports, presentations, and documents is a plus.

Other: Ability to work under pressure, manage changing priorities, and thrive in a dynamic, client-facing environment.Preferred Skills:

• Experience with financial services or investment management tools, project management software, or customer relationship management (CRM) platforms is a plus.
• Knowledge of regulatory requirements and compliance within the financial industry is beneficial.
• Experience working in a financial advisory, investment banking, or asset management firm is a plus.

Vaco values a diverse workplace and strongly encourages women, people of color, LGBTQ+ individuals, people with disabilities, members of ethnic minorities, foreign-born residents, and veterans to apply.

EEO Notice

Vaco is an Equal Opportunity Employer and does not discriminate against any employee or applicant for employment because of race (including but not limited to traits historically associated with race such as hair texture and hair style), color, sex (includes pregnancy or related conditions), religion or creed, national origin, citizenship, age, disability, status as a veteran, union membership, ethnicity, gender, gender identity, gender expression, sexual orientation, marital status, political affiliation, or any other protected characteristics as required by federal, state or local law.

Vaco LLC and its parents, affiliates, and subsidiaries are committed to the full inclusion of all qualified individuals. As part of this commitment, Vaco LLC and its parents, affiliates, and subsidiaries will ensure that persons with disabilities are provided reasonable accommodations. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact HR@vaco.com .

Vaco also wants all applicants to know their rights that workplace discrimination is illegal.

By submitting to this position, you agree that you will be giving Vaco the exclusive right to present your as a candidate for the foregoing employment opportunity. You further agree that you have represented information about yourself accurately and have not affirmatively misrepresented your qualifications. You also agree to maintain as confidential, to the fullest extent permitted by law, any information you learn from Vaco about the position and you will limit disclosure of information about the position only to the extent necessary to perform any obligations in furtherance of your application. In exchange, Vaco agrees to exercise reasonable efforts to represent you through all solicitation, job screening and resume dispersal.

Privacy Notice

Vaco LLC and its parents, affiliates, and subsidiaries ("we," "our," or "Vaco") respects your privacy and are committed to providing transparent notice of our policies.

• California residents may access Vaco's HR Notice at Collection for California Applicants and Employees here.
• Virginia residents may access our state specific policies here.
• Residents of all other states may access our policies here.
• Canadian residents may access our policies in English here and in French here.
• Residents of countries governed by GDPR may access our policies here.

Pay Transparency Notice

Determining compensation for this role (and others) at Vaco depends upon a wide array of factors including but not limited to:

• the individual's skill sets, experience and training;
• licensure and certification requirements;
• office location and other geographic considerations;
• other business and organizational needs.

With that said, as required by local law, Vaco believes that the following salary range referenced above reasonably estimates the base compensation for an individual hired into this position in geographies that require salary range disclosure. The individual may also be eligible for discretionary bonuses.

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