Executive Assistant, Financial Services

Executive Assistant, Financial Services

Location

Hauppauge, New York

Employment Type

Permanent

Industry

Accounting, Finance and Real Estate

Job ID

9658


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Executive Alliance is pleased to represent our client who are a financial planning and investment management solutions organization located in Hauppauge, Long Island, New York.

 

About the Role:

 

They are seeking a detail-oriented and adaptable Executive Assistant to join their growing financial services investment team in Hauppauge, NY. In this integral role, you will be responsible for overseeing the smooth and efficient day-to-day operations of their office, providing exceptional administrative support to their team, and ensuring a positive and productive work environment.


Job Description:

Executive Alliance is pleased to represent our client who are a financial planning and investment management solutions organization located in Hauppauge, Long Island, New York.

 

About the Role:

 

They are seeking a detail-oriented and adaptable Executive Assistant to join their growing financial services investment team in Hauppauge, NY. In this crucial role, you will be responsible for overseeing the smooth and efficient day-to-day operations of their office, providing exceptional administrative support to their team, and ensuring a positive and productive work environment.

 

NOTE: This is a five (5) day onsite role at company HQ in Hauppauge, Long Island, N.Y. The ideal person must be accessible to western Suffolk County.

 



Job Requirements:

Responsibilities:

 

Office Management:

 

  • Greeting clients and managing appointment schedules.
  • Manage all office supplies, equipment, and inventory.
  • Coordinate office maintenance and repairs.
  • Oversee security protocols and ensure a safe and healthy work environment.
  • Manage travel arrangements and expense reports.
  • Assisting with document gathering and discretionary practices for clients’ investment portfolios.

 

Administrative Support:

 

  • Provide efficient administrative support to the investment team, including scheduling meetings, handling phone calls and emails, and preparing presentations.
  • Manage and maintain filing systems and documents.
  • Assist with onboarding and training new employees.

 

Financial Tasks:

 

  • Process accounts payable and receivable.
  • Prepare and reconcile bank statements.
  • Assist with budgeting and financial reporting (depending on experience).

 

HR Tasks:

 

  • Assist with the recruitment and hiring process.
  • Maintain employee records and ensure compliance with HR policies.
  • Coordinate benefits administration.

 

Additional Responsibilities:

 

  • Stay informed of industry trends and best practices in office management.
  • Identify and implement opportunities to improve efficiency and productivity within the office.
  • Take on other duties as assigned by the management team.

 

Qualifications:

 

  • Bachelor's degree in Business Administration, Office Management, or a related field preferred.
  • Minimum 3+ years of experience in an office management role, preferably within the financial services industry.
  • Strong organizational and time management skills, with the ability to prioritize tasks and work effectively in a fast-paced environment.
  • Excellent communication, interpersonal, and customer service skills.
  • Proficient in Microsoft Office Suite, with strong Excel skills.
  • Experience with accounting software a plus.
  • Detail-oriented and highly accurate with a strong commitment to quality.
  • Ability to work independently and as part of a team.
  • Positive and professional demeanor.

 

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Contact Details:

Doug Wald
Vice President of Recruiting
Executive Alliance
+1-631-493-0515
doug@execsallied.com