Executive Assistant, Trading & Research

About the role

This role involves providing direct administrative support to three senior leaders within the Trading team and the Head of Firmwide Research. Key responsibilities include managing complex calendars, coordinating travel and accommodations, and handling expense logging. The position requires acting as a primary point of contact for executives, employees, clients, and external partners, ensuring smooth communication and operational flow for the leadership team.

The Executive Assistant will be responsible for setting up meetings, proactively reviewing itineraries, and fielding meeting requests while prioritizing effectively. The role also includes handling various ad hoc projects, such as preparing materials for in-person meetings and assisting with catering orders. A focus on leveraging AI tools to enhance productivity, decision-making, and output quality in daily tasks is also part of the role.

Success in this position means efficiently managing the administrative needs of multiple senior executives, enabling them to focus on their core responsibilities. This involves maintaining a high degree of discretion and confidentiality, demonstrating excellent organizational and time management skills, and effectively utilizing tools like MS Office and Google Suite. The ability to seamlessly integrate into the team and support the fast-paced environment of digital assets and AI is crucial.

The listed salary for this role is between $90,000 and $110,000 USD, supplemented by a discretionary bonus.

Skills that matter here

• administrative support: This role provides comprehensive support to multiple senior leaders, managing their schedules, travel, and communications.
• calendar management: The assistant will maintain complex calendars, screen for double bookings, and proactively review itineraries for executives.
• travel arrangements: This position requires making detailed travel and accommodation arrangements for senior leaders.
• financial services: Experience in the financial services industry is a requirement for understanding the context of the executives' work.
• MS Office: Extensive knowledge of MS Office, including PowerPoint, is necessary for creating and managing documents and presentations.
• Google Suite: Proficiency in Google Suite is essential for managing communications, documents, and collaborative tools.

Who this role suits

• A candidate with at least five years of administrative experience, including three years supporting an executive.
• Someone who thrives in a fast-paced environment within the financial services sector.
• An individual who demonstrates a high degree of discretion and maintains confidentiality.
• A person with strong organizational abilities and excellent communication skills, both verbal and written.

From the employer

What You’ll Do

• Support 3 senior leaders from our Trading team and our Head of Firmwide Research.
• Act as the point of contact among executives, employees, clients, and other external partners.
• Greet and host guests, securing room reservations.
• Maintain calendars by screening for double bookings, proactively review itineraries, etc.
• Set up meetings, working closely with other admins, both internally and externally.
• Field all meeting requests, learning and distinguishing priorities.
• Log expenses when needed in Navan.
• Make travel and accommodation arrangements.
• Ad hoc projects (e.g. printing materials for in-person meetings, assisting with catering orders, etc.)
• Embrace and champion the thoughtful adoption of AI to improve team performance and business outcomes.
• Leverage AI tools (e.g., generative AI, automation platforms, data copilots) to improve productivity, decision-making, and output quality in your day-to-day work.

What We’re Looking For

• 5+ years of administrative experience.
• 3+ years of executive assistant experience supporting an executive.
• Experience managing calendars, booking travel, and processing expenses for multiple executives.
• Experience in financial services.
• Bachelor’s Degree.
• Must be in New York and able to come into office at least 3 days a week.
• Extensive MS Office, Google Suite, and PPT knowledge.
• Excellent organizational and time management skills.
• Excellent verbal and written communication skills.
• High degree of discretion and confidentiality.

Bonus Points

• Industry knowledge of and interest in Cryptocurrency.

What We Offer

• Competitive base salary and discretionary bonus.
• Hybrid/Flexible Working Arrangements.
• Flexible Time Off (paid).
• 3% 401(k) company contribution.
• Company-paid health and protective benefits for employees, partners, and other dependents.
• Generous paid Parental Leave.
• Competitive family planning benefits for US employees.
• Opportunities to learn about the Crypto industry.
• Smart, entrepreneurial, and fun colleagues.
• Free daily snacks and weekly breakfasts/lunches.
• Employee Resource Groups.
• Free coaching and counseling sessions through Headspace.