A Midtown Hedge fund is seeking an experienced Executive Assistant to support two senior leaders and provide coordination across a busy team. This role is ideal for someone who thrives on managing complex calendars, high-volume travel, and detailed event logistics while staying organized as priorities shift. We're looking for a proactive, resourceful partner with strong follow-through, sound judgment, and a collaborative approach.

• Compensation: $120,000–$130,000 base salary plus overtime and bonus
• Location: Midtown Manhattan | Four days per week in office
• Hours: 8am to 6pm ET

Responsibilities:

• Provide day-to-day administrative support to two senior leaders, managing busy calendars, contacts, calls, and shifting priorities.
• Schedule internal and external meetings across multiple time zones, resolving conflicts and keeping participants informed.
• Set up conference rooms, ordering food and beverages as appropriate for meetings
• Prepare/coordinate materials for meetings, calls, and follow ups
• Coordinate conference and event registration, travel arrangements, and detailed itineraries for multiple team members.
• Maintain conference calendar in coordination with other EAs and Receptionist
• Prepare, submit, and reconcile monthly expense reports, ensuring accuracy and timely follow-up.
• Partner with other executive assistants and reception to coordinate schedules and provide backup phone coverage as needed.
• Assist with special projects as needed
• Coordinate and plan seamless travel arrangements including itineraries, car service, airline, hotels and booking seats

Event and Project Coordination

• Coordinate on-site logistics for time-sensitive events, including meeting space readiness, transportation, and day-of support.
• Plan executive dinners and external meetings, managing venues, catering, guest coordination, and calendars.
• Arrange podcast recording logistics, including scheduling, production crew coordination, and space arrangements.
• Manage logistics for multi-city roadshows, including commercial flights, private charters, hotels, ground transportation, meeting spaces, dining, rehearsals, and required approvals.
• Coordinate presentation logistics and prepare, produce, and organize meeting materials, including expedited requests.
• Track and reconcile expenses associated with travel, meetings, and events.
• Work closely with internal teams and external partners to keep complex projects organized and running smoothly.

Required Qualifications:

• At least five years of executive assistant experience in financial services.
• Extensive experience coordinating complex, high-volume travel for multiple travelers, including commercial and private aviation, ground transportation, and lodging.
• Exceptional organization, attention to detail, and follow-through.
• Strong written communication and interpersonal skills, with a professional approach to senior leaders and external contacts.
• A flexible, hands-on approach and willingness to provide additional support or adjust hours when urgent needs arise.
• Ability to work well under pressure, prioritize time-sensitive requests, and adapt quickly to changing schedules.
• A proactive, collaborative approach, with the confidence to work independently and exercise sound judgment.
• Exercises discretion and sound judgment; maintains confidentiality
• Proficient in MS Office: Word, Excel, PowerPoint, Outlook

Education

• College graduate (4-year Bachelor’s degree)

If you meet the required qualifications and are interested in this role, please apply today. 

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