Our client is a leading investment bank, events platform, and corporate advisory firm. For over 20 years, they have partnered with top public companies, investment funds, and growth-oriented private firms. Their expertise spans enterprise software, cybersecurity, IoT, industrial tech, artificial intelligence, sports, marketing tech, and digital media sectors, with significant cross-border relationships across the U.S., Europe, Asia, and Israel.

Scope of the Role

We’re seeking a positive, motivated, detail-obsessed, and trustworthy Executive Assistant to manage the day-to-day calendar and operations of key executives. This role involves professional correspondence with senior executives and administrative staff, scheduling meetings and conference calls, and assisting with various business projects. Additionally, this role includes responsibilities related to client accounts, such as research, data tracking, and maintaining client metrics.

Duties & Responsibilities

Scheduling & Calendar Management (75%)

Support scheduling, maintaining calendars, and arranging team/client meetings, conference rooms, and web conferencing.
Ensure effective calendar management by prioritizing requests, troubleshooting conflicts, and making recommendations to optimize schedules.
Capture meeting information in a consistent format.
Follow up on outstanding meetings and proactively reschedule as needed.
Notify appropriate individuals, confirm meetings, and verify details.
Prepare meeting materials and reports in a timely and organized manner.
Respond to emails promptly.

Administrative Support (25%)

Provide administrative support, including data entry, filing, and document preparation.
Attend meetings or review recordings to generate and distribute meeting notes.
Utilize databases and contact tools.
Manage client and customer relationships.
Book travel arrangements for team members.
Assist with special team projects.

Requirements

Experience: 3–5 years as an executive, virtual, or administrative assistant for a C-suite executive or in a related role.
Technical Skills: Strong proficiency in Microsoft Office Suite (Outlook, Excel, PowerPoint).
Multitasking & Organization: Ability to handle multiple priorities, execute under tight deadlines, and work efficiently in a fast-paced environment.
Communication & Interpersonal Skills: Excellent verbal and written communication skills, with the ability to interact professionally with internal and external stakeholders.
Self-Management & Initiative: Strong work ethic, ability to work independently, and a proactive approach to completing tasks.
Project Management: Highly organized with attention to detail, strategic problem-solving skills, and a sense of urgency.
Collaboration & Teamwork: Comfortable working remotely via email, phone, and Zoom, as well as in-person interactions.
Curiosity & Resourcefulness: Ability to thrive in a dynamic and entrepreneurial environment.
Critical Thinking & Strategy: Strong analytical skills to connect insights across different business areas.