Job Description

Location: Warren, NJ

Employment Type: Full-time

About the Role:

We are seeking a highly organized and proactive Executive Assistant to support a senior executive at a well-established financial services firm. This role is ideal for someone who thrives in a fast-paced, high-level administrative environment, with strong note-taking, communication, and problem-solving skills. The position requires discretion, attention to detail, and the ability to manage multiple priorities with minimal supervision.

Key Responsibilities:

• Provide comprehensive administrative support, managing schedules, priorities, and deadlines.
• Transcribe and document meeting notes into structured reports or memos for internal and external use.
• Coordinate meetings, manage complex calendars, and ensure seamless scheduling.
• Handle confidential financial information with discretion and professionalism.
• Prepare reports, presentations, and correspondence, often involving financial analysis.
• Organize and maintain client records, databases, and filing systems.
• Liaise with clients, vendors, and business partners to support daily operations.
• Assist in executive-level meetings, investor relations, and special projects as needed.

Qualifications:

✅ 5+ years of experience as an Executive Assistant

✅ Exceptional note-taking and documentation skills to create high-quality reports.

✅ Advanced proficiency in Microsoft Office Suite (Excel, Word, PowerPoint).

✅ Strong organizational and time-management skills to handle multiple tasks effectively.

✅ Excellent written and verbal communication skills for professional interactions.

✅ Ability to work independently, anticipate executive needs, and proactively solve problems .

✅ Must be able to pass a background check required by financial regulations.

✅ Comfortable working in a small office environment with a pet-friendly atmosphere .

Preferred Qualifications:

➕ Bachelor’s degree

➕ Understanding of financial industry terminology and best practices.

➕ Experience with securities licensing or willingness to obtain certification.

➕ Flexibility to occasionally work extended hours as needed.

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