About the role

At a glance

AI summary

Day-to-day: Manage complex calendars for multiple executives, coordinate global meetings across time zones, handle confidential communications, arrange domestic and international travel, process expense reports, and support client events and special projects
You'll bring: 3+ years executive assistant experience in fast-paced environment, advanced Outlook proficiency, strong Word/PowerPoint/Excel skills, excellent written and verbal communication, attention to detail, discretion with confidential information, bachelor's degree preferred
Good fit if: Experience with AI-enabled workplace tools like Microsoft Copilot, ChatGPT Enterprise, or Gemini demonstrated in real-world applications

Generated from the recruiter description below. The full posting is the source of truth — always read it before applying.

About Client:
Client is a global financial services firm that provides a wide range of investment banking, securities, wealth management, and investment management services. It is a prominent global financial services firm with a rich history and a strong presence in the financial industry.
The Client is committed to corporate responsibility and sustainability. It aims to make a positive impact on society through various initiatives, such as promoting environmental sustainability, supporting diversity and inclusion, and engaging in philanthropic activities.

Rate Range: $38.43/Hr

Job Description:

We are seeking a highly organized, proactive, and resourceful Executive Assistant to support senior professionals in a fast-paced, client-facing environment.
This role requires strong judgment, attention to detail, and the ability to manage competing priorities with minimal direction.
The ideal candidate anticipates needs, handles sensitive information with discretion, and performs effectively under tight deadlines.

Key Responsibilities:
Executive and Calendar Management

Manage complex, frequently changing calendars for multiple senior professionals, resolving conflicts and prioritizing effectively.
Coordinate internal and external meetings, calls, and video conferences across time zones.
Schedule global meetings, often on short notice, ensuring strong attendance and smooth execution.
Proactively monitor schedules, including travel and key commitments.

Client and Stakeholder Coordination

Act as a primary point of contact for clients, senior leaders, and internal partners.
Coordinate recurring and ad hoc meetings with external stakeholders, including their assistants.
Manage logistics, invitations, and materials using internal systems and administrative AI tools to improve efficiency.
Handle confidential communications with professionalism and discretion.

Communication and Administrative Support

Provide phone coverage, screen calls, and manage urgent matters with sound judgment.
Draft, edit, and prepare correspondence, presentations, and reports.
Manage incoming communications (email, mail, requests), ensuring timely follow-up and prioritization.
Maintain organized records and documentation.
Use administrative AI tools to streamline document preparation, communication, and task tracking.

Meeting and Event Coordination

Coordinate meeting logistics, including space, technology, and catering.
Organize client events, team activities, and business functions.
Prepare and distribute agendas and materials.
Travel and Expense Management Arrange domestic and international travel, including approvals, flights, hotels, and transportation.
Prepare itineraries and maintain accurate travel profiles.
Process expense reports accurately and on time, resolving issues as needed.

Operational and Team Support

Partner with internal teams to resolve issues and obtain information.
Conduct research to support business activities.
Provide coverage for team members and adapt to changing priorities.
Assist with onboarding and training of temporary staff.
Support special projects and additional responsibilities as needed.

Qualifications:
Required Skills and Experience:

3 years of executive assistant or similar experience in a fast-paced professional environment.
Strong organizational, multitasking, and time management skills.
Ability to work independently, anticipate needs, and exercise sound judgment.
Excellent verbal and written communication skills.
Experience supporting multiple senior stakeholders with complex scheduling needs.
High attention to detail and accuracy.
Professional demeanor with discretion in handling confidential information.
Flexible and adaptable to shifting priorities.

Technical Skills

Advanced proficiency in Microsoft Outlook, including calendar management.
Strong working knowledge of Word, PowerPoint, and Excel.
Experience with video conferencing, travel and expense systems, and administrative tools.
Experience utilizing AI-enabled workplace tools (e.g., Microsoft Copilot, ChatGPT Enterprise, Gemini, or similar approved platforms) to enhance productivity and workflow management, with demonstrated, real-world application, is a plus.

Education

Bachelor s degree preferred; equivalent experience considered.

Non-benefitted (other than those mandated under state or federal law).Please note that this position does not include paid time off benefits. ApTask offers subsidized insurance coverage to our employees.

About ApTask:
ApTask is a leading global provider of workforce solutions and talent acquisition services, dedicated to shaping the future of work. As an African American-owned and Veteran-owned company, ApTask offers a comprehensive suite of services, including staffing and recruitment solutions, managed services, IT consulting, and project management. With a focus on excellence, collaboration, and innovation, ApTask provides unparalleled opportunities for professional growth and development. As a member of the ApTask team, you will have the chance to connect businesses with top-tier professionals, optimize workforce performance, and drive success across diverse industries. Join us at ApTask and be part of our mission to empower organizations to thrive while fostering a diverse and inclusive work environment.

Applicants may be required to attend interviews in person or by video conference. In addition, candidates may be required to present their current state or government issued ID during each interview.

Candidate Data Collection Disclaimer:
At ApTask, we prioritize safeguarding your privacy. As part of our recruitment process, certain Personally Identifiable Information (PII) may be requested by our clients for verification and application purposes. Rest assured, we strictly adhere to confidentiality standards and comply with all relevant data protection laws. Please note that we only collect the necessary information as specified by each client and do not request sensitive details during the initial stages of recruitment.

If you have any concerns or queries about your personal information, please feel free to contact our compliance team at businessexcellence@aptask.com.

Applicant Consent:
By submitting your application, you agree to ApTask's (www.aptask.com) Terms of Use and Privacy Policy, and provide your consent to receive SMS and voice call communications regarding employment opportunities that match your resume and qualifications. You understand that your personal information will be used solely for recruitment purposes and that you can withdraw your consent at any time by contacting us at 732-355-8000 or help@aptask.com. Message frequency may vary. Msg & data rates may apply

Executive Assistant

About the role