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Executive Assistant at Boutique Investment Firm in Midtown

bcl searchBrooklyn, NY

3 days ago

Occupations

Executive Secretaries and Executive Administrative AssistantsSecretaries and Administrative Assistants, Except Legal, Medical, and ExecutiveLegal Secretaries and Administrative Assistants

Industries

Portfolio Management and Investment AdviceMiscellaneous Financial Investment ActivitiesExecutive Offices

$100–125 K

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About the role

Executive Assistant For Real Estate TeamOur client, a highly reputable investment firm located in Midtown East, is seeking a proactive, and exceptionally organized Executive Assistant to support senior executives on its Real Estate team. This is a highly embedded role focused on managing complex calendars, coordinating travel, tracking priorities and deliverables, and implementing processes to keep the team organized and running efficiently. The ideal candidate is a resourceful self-starter with impeccable attention to detail, strong communication skills, and the ability to anticipate needs, take ownership, and drive follow-through in a fast-paced environment. This role is in-office, 5 days a week.
Responsibilities:
  • Serve as the dedicated Executive Assistant and primary point of contact for senior members of the team, acting as a liaison with other internal departments
  • Proactively manage high-volume calendars, scheduling and coordinating internal and external meetings while resolving conflicts before they arise
  • Conduct weekly planning sessions with each team member to review schedules, priorities, and outstanding items, and proactively check in ahead of key meetings and deadlines
  • Manage team tasks and deliverables, following up on outstanding items and ensuring team members remain organized and on schedule
  • Develop and maintain processes to improve team organization, productivity, and efficiency
  • Leverage AI tools, such as Claude, to manage schedules, create reminders, prepare materials, and streamline routine administrative tasks
  • Coordinate complex domestic and international travel arrangements, including flights, car service, dinner reservations, and client meetings, and troubleshoot travel issues as needed
  • Prepare and submit expense reports accurately and in a timely manner
  • Provide additional administrative support and assist with ad hoc projects as needed
Requirements:
  • Bachelor's degree and a minimum of 4 years of experience supporting senior-level professionals as an Executive Assistant
  • Experience in a fast-paced, high-volume environment; prior experience within an investment firm or similar financial services environment strongly preferred
  • Highly proactive, resourceful self-starter with the ability to anticipate needs, take initiative, and drive follow-through independently
  • Exceptional organizational skills and meticulous attention to detail
  • Excellent written and verbal communication skills with a polished and professional demeanor
  • Ability to manage multiple competing priorities and adapt quickly to changing schedules and demands
  • Strong proficiency in Microsoft Office Suite
  • Comfortable leveraging AI tools to improve efficiency; prior experience is a plus but not required
Salary: $100–125K (DOE) + Discretionary Bonus Opportunity + Great Benefits + Excellent PTO + Perks Hours: 8:00am-5:00pm + Flexibility if needed #IND1

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JOB OVERVIEW

Salary

$100–125 K

Experience level

Senior

Location

Brooklyn, NY

Occupation

Executive Secretaries and Executive Administrative Assistants

Industry

Portfolio Management and Investment Advice

Posted

3 days ago

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