Executive Assistant to CEO
4 weeks ago
Premier boutique investment bank focused on providing capital markets services
Provide high-level administrative support and primary point of contact and gatekeeper for internal and external stakeholders. Build and maintain strong relationships with internal and external stakeholders
- Dynamic calendar, scheduling appointments, creating meeting agendas and documents, s, meetings, town halls, and events. and setting up video conferences to maximize execs time
- Setting up video calls in advance, printing meeting materials, and informing attendees of delays or changes
- Coordinate travel arrangements for the CEO
- Handle the CEO‘s complex expenses
- Coordinate executive-level events, functions, and engagements, including quarterly management meetings
- Oversee coordination of firm-wide events, including the annual holiday party and summer event, delegating tasks as appropriate
- Manage logistics for visitors, including arranging catering for meetings, room setup, equipment, and participant invitations
- Manage incoming and outgoing phone calls, draft and edit emails and other written communications, and keep contacts up to date
- Maintain an organized and up-to-date filing system for documents, records, and confidential information
- Prepare and distribute departmental reports; ensure approvals and signatures are secured in a timely manner
- Create documents in Word/Excel/PowerPoint, track email and holiday card lists, prioritize requests as they come in, and respond to inquiries with a sense of urgency
- Handle sensitive and confidential information with the utmost discretion and professionalism
- Provide light support work, including calendar and phone, for the Chief of Staff
- Complete any reasonable projects or tasks as requested by CEO or his Chief of Staff
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