Executive Assistant

Job Overview The Executive Assistant will serve as the operational backbone for our leadership team — managing schedules, communications, and administrative workflows so that senior professionals can focus on client-facing and transaction work. The ideal candidate is resourceful, discreet, detail-oriented, and comfortable operating in a dynamic financial services environment. Key Responsibilities Calendar & Schedule Management Maintain and manage executive calendars, including scheduling meetings, calls, and appointments across multiple time zones Coordinate logistics for internal and external meetings, preparing agendas and distributing materials in advance Anticipate scheduling conflicts and resolve proactively Communications & Correspondence Act as gatekeeper for calls, emails, and meeting requests — screening, prioritizing, and routing accordingly Draft, proofread, and send professional correspondence, memos, and follow-up communications on behalf of leadership Maintain a professional and responsive communications presence with clients, counterparties, and vendors Deadline & Task Tracking Track open items, follow-ups, and deadlines across active transactions and internal projects Ensure nothing falls through the cracks by maintaining organized task logs and proactively flagging time-sensitive matters Mirror executive workflows and priorities to provide seamless support Document & File Management Post, upload, and manage documents across online platforms and internal systems Organize and maintain digital and physical filing systems Prepare and format presentations, reports, and transaction-related documents Financial & Administrative Support Handle invoices, purchase orders, and basic bookkeeping coordination Process and reconcile expense reports Liaise with vendors and service providers on billing and administrative matters Travel & Logistics Book and manage travel arrangements including flights, hotels, and ground transportation Prepare detailed itineraries and handle last-minute changes as needed Requirements 3+ years of experience in an executive assistant or senior administrative role, preferably in financial services or professional services Exceptional written and verbal communication skills — a strong writer who can draft professional correspondence independently Proficiency in Microsoft Excel, Word, Outlook, and PowerPoint Experience posting and managing documents on online platforms and portals Strong organizational skills with a demonstrated ability to manage competing priorities and meet deadlines Discretion and professionalism in handling confidential information Familiarity with financial or legal terminology is a plus Proactive, resourceful, and able to anticipate needs before they arise

Pay:

$56,195.85 - $61,655.22 per year

Benefits:

Dental insurance Health insurance

Work Location:

Hybrid remote in Boca Raton, FL 33434