Executive Assistant

Description

The Executive Assistant will provide high-level administrative support to the Managing Shareholder (CEO), Chief Operating Officer (COO), Chief Financial Officer (CFO), and Director of Tax Services. This role requires exceptional organizational skills, attention to detail, discretion, and the ability to manage multiple priorities in a fast-paced, dynamic environment. The ideal candidate will demonstrate professionalism, initiative, and a proactive approach to problem-solving.

Key Responsibilities

• Calendar and Schedule Management: Coordinate and manage complex calendars, including scheduling meetings, appointments, and travel for the CEO, COO, CFO, and Director of Tax Services. Ensure all schedules are optimized and conflicts are resolved promptly.
• Communication Liaison: Draft, proofread, and edit correspondence, firmwide emails, and communications on behave of executives and the Director of Tax Services. Maintain confidential files and records with accuracy and discretion.
• Meeting Coordination: Organize and prepare materials for meetings, including agendas, presentations, and follow-up actions. Record and distribute meeting minutes as required.
• Project Support: Assist with special projects, research, and analysis as directed by the CEO, COO, CFO, and Director of Tax Services.
• Confidentiality: Handle sensitive information with a high level of confidentiality and integrity.

Requirements

• Bachelor’s degree preferred; equivalent experience considered.
• Minimum of 5 years’ experience as an Executive Assistant or in a similar administrative support role.
• Excellent verbal and written communication skills.
• Advanced proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and virtual meeting tools.
• Strong organizational and time management abilities; attention to detail is essential.
• Ability to manage multiple priorities and adapt to changing needs.
• Demonstrated professionalism, discretion, and judgment.
• Experience supporting multiple senior executives is highly desirable.

Preferred Attributes

• Proactive and resourceful problem-solver.
• Ability to work independently and as part of a collaborative team.
• Strong interpersonal skills and a positive, service-oriented attitude.
• Experience in finance, tax, or professional services environments is a plus.

Working Conditions

This position is based in a professional office environment. Occasional overtime and flexibility in working hours may be required to support executive needs.