Executive/Personal Assistant

Gerald Group - Stamford, CT

Full-time - Mid Level

Stamford, CT

Merchant Wholesalers, Durable Goods

About the position

The Executive Assistant/Personal Assistant will manage a wide range of administrative, personal, and executive support related tasks, demonstrating the ability to work independently within established guidelines. This role requires making independent decisions regarding planning, organizing, and scheduling, acting as the CFO's gatekeeper for various situations as they arise. The ideal candidate will have experience working with C-Suite executives, Vice Presidents, and Directors in a professional manner, showcasing sound judgment and the ability to make decisions independently. A flexible, can-do attitude combined with resourcefulness is essential for success in this position. In this role, the Executive Assistant will perform a variety of administrative, business, and personal tasks. This includes managing files, drafting professional business letters, memos, reports, presentations, and other documents with a quick turnaround. The assistant will serve as the main point of contact between the CFO and top-level management, ensuring effective and professional communication. They will act as the voice of the CFO, escalating and communicating on their behalf while serving as a liaison for the team. The responsibilities also include maintaining the CFO's calendar, arranging meetings, appointments, and events, and providing reminders. The assistant will research and arrange personal and professional travel and accommodations, run errands as required, and assist with regular reporting, including submitting and reconciling expense reports. Developing and maintaining an efficient documentation and filing system is crucial, as is directing others to assist as needed to meet the CFO's needs. The assistant will collaborate with the Executive Assistant and Facilities team members to coordinate events, lunches, and greet guests. A 24/7 mentality is expected, with a willingness to assist in any necessary tasks. The role requires excellent follow-up skills, a professional demeanor, and an energetic approach to tackling new assignments and projects while thinking ahead.

Responsibilities

• Perform administrative, business, and personal tasks including managing files, drafting professional business letters, memos, reports, presentations, correspondence, and other documents with a quick turnaround.
• Act as the main point of contact between the CFO and top-level management and communicate effectively and professionally.
• Act as the voice of the CFO, escalating and communicating on their behalf and serving as a team liaison.
• Display discretion and sound judgment; handle requests and queries appropriately and confidentially.
• Receive calls, take messages, and route correspondence on behalf of the CFO.
• Maintain calendar, arrange meetings, appointments, events, and provide reminders.
• Research and arrange personal and professional travel and accommodations.
• Run errands as required.
• Assist with regular reporting; submit and reconcile expense reports.
• Develop and maintain efficient documentation and filing system.
• Direct others to assist as needed to meet the needs of the CFO.
• Assist in the preparation of meetings as necessary.
• Collaborate with Executive Assistant and Facilities team members to coordinate events, lunches, greeting guests, etc.
• Maintain a 24/7 mentality with a willingness to assist in anything that is needed.
• Remain the CFO's and company advocate - advising if there are any issues so matters can be resolved.
• Possess a professional demeanor and excellent follow-up skills.

Requirements

• 3-5 years of experience as an Executive and/or Personal Assistant; financial services or commodities background a plus.
• Ability to communicate effectively with all levels throughout the organization.
• Must maintain confidentiality.
• Must be proficient in Microsoft Office Suite.
• Must have excellent follow-up skills and be persistent.
• Excellent prioritization/time management skills with proven ability to meet deadlines.
• Excellent organizational skills and attention to detail.
• Must be flexible.
• Must be willing to work some late hours as needed.
• Must be willing to run personal and professional errands.