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Apply to Executive Assistant to Client Facing Team at Midtown Investment Firm--5x a week in person
Our client, a leading diversified financial services and investment firm, is seeking an experienced, highly organized Executive Assistant to support a client-facing team of approximately five professionals responsible for managing relationships with clients and prospective investors. This is a fast-paced role with a significant focus on complex travel, calendar management, and the coordination of client meetings and events. The EA will work closely with the client-facing team, Marketing, and other Executive Assistants across the firm. The original role is designed to support multiple members of this team, with high-volume travel and calendar management at the center of the position.
The ideal candidate is someone who thrives in a high-volume environment where schedules and travel plans can change quickly. This person should be able to work with speed and accuracy, remain calm when priorities shift, and take complete ownership of keeping a busy, frequently traveling team organized and on schedule. Strong attention to detail, responsiveness, and the ability to anticipate what needs to happen next will be critical.
This is a great opportunity for an experienced EA who enjoys supporting a client-facing team, is particularly strong with complex travel and logistics, and wants to join a high-performing investment firm where they can take meaningful ownership of their work.
RESPONSIBILITIES
The ideal candidate is someone who thrives in a high-volume environment where schedules and travel plans can change quickly. This person should be able to work with speed and accuracy, remain calm when priorities shift, and take complete ownership of keeping a busy, frequently traveling team organized and on schedule. Strong attention to detail, responsiveness, and the ability to anticipate what needs to happen next will be critical.
This is a great opportunity for an experienced EA who enjoys supporting a client-facing team, is particularly strong with complex travel and logistics, and wants to join a high-performing investment firm where they can take meaningful ownership of their work.
RESPONSIBILITIES
- Provide Executive Assistant support to approximately five professionals on a client-facing team
- Coordinate a high volume of domestic and international travel, including flights, hotels, ground transportation, and detailed multi-city itineraries
- Manage real-time travel changes, including rebooking flights, adjusting accommodations, and reorganizing itineraries as meetings and priorities shift
- Manage multiple fast-moving calendars and schedule client and prospect meetings across multiple time zones
- Proactively resolve scheduling conflicts and adjust calendars as priorities evolve
- Coordinate logistics for client meetings, conferences, and events, working closely with client offices, venues, and internal teams
- Prepare detailed itineraries, agendas, and meeting materials ahead of client visits and travel
- Build and maintain trackers for upcoming trips, conferences, events, and recurring commitments
- Plan ahead for meetings, travel, and events that require significant lead time
- Process expense reports and invoices accurately and in a timely manner
- Serve as a key administrative point of contact for the professionals supported
- Maintain organized records of travel, meetings, and outstanding items
- Handle confidential client and business information with discretion
- Partner closely with other Executive Assistants and teams across the firm
- 3+ years of Executive Assistant experience supporting multiple senior professionals in a fast-paced financial services or professional services environment
- Demonstrated experience coordinating a high volume of domestic and international travel
- Strong experience managing complex, multi-city itineraries and last-minute or same-day travel changes
- Proven ability to manage several calendars simultaneously across multiple time zones
- Able to reprioritize quickly as schedules and travel plans change while maintaining strong attention to detail
- Highly organized with the ability to keep track of multiple open items across concurrent schedules and trips
- Clear, concise, and polished written and verbal communication skills
- Comfortable communicating directly with clients and external offices
- Strong judgment and discretion when handling confidential client and business information
- Proactive, responsive, and able to take ownership with minimal oversight
- Strong problem-solving skills and ability to remain composed when plans change
- Proficiency with Microsoft Office, particularly Outlook, and common collaboration tools
- Experience supporting sales, client relationship, or investor relations teams strongly preferred
- Experience working with corporate travel agencies or travel management platforms is a plus
- Experience using AI tools to improve individual or team productivity is a plus
- Monday through Friday, 9:00 AM–5:30 PM
- Fully in-office, 5 days per week
- Flexibility for occasional extended hours as needed
- $150–200K total compensation, including base salary + discretionary bonus
- 100% employer-paid medical, dental, and vision coverage
- 401(k) with 4% employer match
- Unlimited PTO
- Comprehensive benefits package and additional employee perks