Second Executive Assistant, Executive Office

The Second Executive Assistant (EA) will support individuals within our Executive Office. This role requires exceptional judgment, flexibility, and discretion, with a focus on calendar management, meeting and travel coordination, logistics, task tracking, and administrative support. This EA works in close partnership with the Senior EA and Chief of Staff to ensure seamless operations and support for the Executive Office.

Supporting the Executive Office demands flexibility, discretion, and a commitment to excellence. While the standard working hours for this role are 9:00 a.m. to 6:00 p.m., flexibility is paramount. The Executive Assistant must adjust work hours based on the team’s needs, including arriving early or staying late for important events such as earnings releases, board meetings, or town halls.

This role requires five days a week in the office and reflects the essential day-to-day nature of supporting the Executive Office team.

Vacation requests must be carefully coordinated and planned around the schedules of the key stakeholders within the EO to ensure continuous support coverage.

• College degree strongly preferred
• Minimum of 5 years of experience supporting C-suite Executives
• Background in financial services is strongly preferred
• Excellent Microsoft Office Skills (Outlook, Word, Excel, PowerPoint)
• Ability to work independently with strong follow-through skills
• Excellent communication skills – both verbal and written
• Flexibility to juggle moderate degree of multiple and changing priorities
• Resourcefulness in executing projects
• Collaborative/teamwork attitude and skills a must
• Maintain confidentiality and discretion in all aspects of role

• Serve as secondary support for calendar management, collaborating closely with the Senior EA.
• Coordinate calendar management and scheduling for select senior leaders, including travel, and conference registration support.
• Pre-confirm internal attendance and speaker participation for upcoming meetings, ensuring clarity and completeness.
• Share confirmed attendance updates with the Executive Office team during weekly meetings or designated check-ins.
• Assist with meeting preparation and follow-up as needed.
• Support coordination for complex executive travel, hotels, ground transport, and detailed itineraries.
• Cater to executive preferences and ensure seamless transitions across all travel touchpoints.
• Prepare and print weekly materials
• Coordinate the collection, formatting, and delivery of all print and prep materials.
• Serve as backup gatekeeper for incoming calls and requests, using sound judgment to prioritize appropriately.
• Provide administrative support for in-person meetings, including guest greeting and coordination.
• Engage IT and Office Services to ensure a high-quality, professional office and home-office environment.
• Leverage tools such as DealCloud (CRM) to manage contacts, calendar data, and task workflows.
• Complete and submit expense reports, track reimbursements, and ensure timely follow-up on outstanding items.