Executive Assistant

Administrative Assistant

We are looking for an Administrative Assistant to provide high-level support to senior leaders within a Financial Services environment. This Contract position is ideal for an experienced, detail-oriented individual who can manage executive coordination, organize sensitive information, and keep daily operations running smoothly. The role involves a mix of calendar management, document preparation, meeting support, travel coordination, and office administration while handling confidential matters with discretion.

Responsibilities:

• Coordinate executive calendars, arrange internal and external meetings, and resolve scheduling conflicts to ensure leaders remain organized and prepared.
• Prepare, format, and refine reports, presentations, spreadsheets, and correspondence with a strong focus on accuracy, clarity, and high-quality standards.
• Support board- and leadership-related documentation by gathering information, reviewing materials, and helping assemble finalized reports and meeting packets.
• Attend meetings when needed, capture clear and accurate notes, and track follow-up items to help move priorities forward.
• Maintain confidential records and corporate files, including document scanning, filing, retrieval, and overall records organization.
• Assist with office and facility-related administrative tasks, manage departmental supplies, and distribute materials as needed.
• Coordinate travel arrangements for executive staff and complete expense reporting in a timely and organized manner.
• Review timesheets, contracts, and outgoing correspondence for completeness, consistency, and presentation standards.
• Partner with other administrative team members on shared projects and provide support on special assignments as business needs arise.