Executive Assistant - Finance and Administration

Executive Assistant - Finance and Administration

Location

New York

Business Area

Accounting and Finance

#

The energy of a newsroom, the pace of a trading floor, the buzz of a recent tech breakthrough; we work hard, and we work fast - while keeping up the quality and accuracy we're known for. It's what keeps us inventing and reinventing, all the time. Our culture is wide open, just like our spaces. We bring out the best in each other through teamwork.

Through our countless volunteer projects, we also help network with the communities around us, too. You can do amazing work here. Work you couldn't do anywhere else. It's up to you to make it happen.

What's the role?

At Bloomberg Finance, we are committed to providing world-class support to our business partners through insight into business performance, strong financial oversight, and thoughtful leadership.

We are seeking an experienced Administrative Assistant to join our Finance team and support CFOs and their management teams. In this highly collaborative role, you will serve as a proactive partner to senior leaders across Bloomberg’s Finance and Administration division, helping them manage priorities, prepare for key meetings and deliverables, and operate effectively in a fast-paced environment.

You will work closely with leaders, team members, and the broader administrative team to coordinate day-to-day activities, anticipate needs, and ensure seamless support and appropriate coverage across the organization. This role requires strong judgment, exceptional organization, clear communication, and the ability to manage multiple priorities with discretion and attention to detail.

We will trust you to:

• Serve as a proactive administrative partner to senior leaders and their associated teams.

• Own end-to-end calendar and time management for multiple senior leaders, including scheduling, prioritizing, resolving conflicts, and continuously recalibrating calendars based on changing business needs, urgency, and strategic importance.

• Ensure senior leaders are where they need to be, on time and fully prepared, with appropriate travel, transition, preparation, review, and follow-up time incorporated into their calendars.

• Manage meeting readiness and logistics, including securing agendas and materials in advance, identifying and following up on missing inputs, and coordinating conference rooms, video and conference details, IT support, visitor access, security badges, and catering.

• Coordinate domestic and international travel, including air, rail, ground transportation, accommodations, itineraries, technology and connectivity requirements, passport and visa considerations, and expense reporting.

• Maintain accurate and current executive and organizational materials, including organization charts, team goals, leadership priorities, operating calendars, key deliverables, and other management documents.

• Attend leadership and team meetings as needed, capture decisions and action items, and proactively follow up on owners, deadlines, and outstanding deliverables.

• Support planning and coordination for key business cycles, leadership meetings, operating reviews, major organizational deliverables, and special projects.

• Manage documents and communications for senior leaders and their teams with a high degree of accuracy, discretion, and confidentiality.

• Develop and maintain strong relationships across the organization, including with senior executives, executive assistants, employees, external partners, vendors, and other key stakeholders.

• Triage inbound requests and inquiries, determine the appropriate next step or owner, and ensure timely and professional follow-through.

• Provide operational support to team members as needed, including onboarding and systems coordination, domestic and international document shipping, and the secure distribution of sensitive materials.

• Coordinate team-building activities, leadership events, and off-site meetings, including vendor selection, contract coordination, and event execution.

• Provide limited personal support when necessary and appropriate to enable senior leaders to meet critical business…