Executive Assistant

Siebert Williams Shank, a leading women and minority-owned investment banking firm offering underwriting, sales and trading, research, and advisory services, is conducting a search for an Executive Assistant who will (1) play a key role in assisting the CEO to fully deliver on her responsibilities through articulate communication, proactive and smart project management, relationship stewardship, research and briefing, and hands-on logistical support, (2) under general direction, provide comprehensive administrative support to a SMD, and (3) perform a variety of administrative tasks. This position requires the ability to anticipate needs, think critically, exercise good judgment in a variety of situations, strong written and verbal communication, organizational skills, and maintain a realistic balance among multiple priorities.

Duties/Responsibilities re CEO:

• Serve as a principal writer and project manager for assembling the CEO’s speeches, talking points, written communications to external stake holders, and other correspondence where needed; coordinate with team members on updating firm presentations; handle all communication with tact, discretion and good judgement

• Be present at high-level and event prep meetings

• Take ownership of invitations to various external virtual and in-person events

• Follow up on contacts – when directed – made by the CEO and support the cultivation of ongoing relationships

• Ensure the CEO's professional profiles is kept updated and respond to requests for material regarding the CEO and the organization in general, upon approval from the firm’s Compliance department, when necessary

• Learn from and work with the CEO’s current Executive Assistant to anticipate and manage preparation needs for all meetings and events, manage flow of information to and from the Office of the President and across departments, and coordinate travel logistics

• Manage special projects as requested

• Other duties as assigned including but not limited to answering the main telephone line and respond to inquiries, daily retrieval and distribution of mail, providing hospitality to all guests helping to create a welcoming environment, keeping up with office supply inventory

Duties/Responsibilities re SMD:

• Provide smart calendar management & coordinate travel logistics with an understanding of what is priority

• Manage expense review and reimbursement

• Coordinate with team members on updating firm/department presentations

• Other duties as assigned including but not limited to answering the main telephone line and respond to inquiries, daily retrieval and distribution of mail, providing hospitality to all guests helping to create a welcoming environment

Required Skills/Abilities:

• Proficient with Microsoft Office Suite, especially Word and PowerPoint; be adept with technology

• Excellent and polished communication skills, both oral and written; comfortable creating first drafts, proofreading and checking documents for accuracy; ability to communicate with discretion for confidential and sensitive information and projects; poised, professional, bright, and articulate, as you will be representing the CEO and the firm to external partners

• Strong project management skills and the ability to see a project through to completion

• A can-do attitude and the willingness to move into new projects

• Excellent interpersonal and organizational skills – following up with tact and persistence when necessary

• Robust attention to detail

• Excellent time management skills with a proven ability to meet deadlines

• Strong analytical and problem-solving skills - creativity in providing solutions or figuring out tricky situations

• Possess a high tolerance level, can remain calm and function productively in a high-paced and at times stressful environment

Education and Experience:

• Minimum of 10 years of recent, full-time experience assisting a high-level / c-suite executive, preferably in the financial services industry

• Bachelor's degree or equivalent experience