Senior Executive Administrative Assistant (Onsite, NYC)

$62,400 - $70,720/Yr

Broadridge Financial Solutions - New York, NY

Full-time - Mid Level

Hybrid - New York, NY

10,001+ employees

Securities, Commodity Contracts, and Other Financial Investments and Related Activities

About the position

At Broadridge, we have cultivated a culture that prioritizes empowering individuals to achieve more. We are currently seeking a seasoned Executive Administrative Assistant to join our team at our 605 Third Avenue, NYC location. This role primarily supports the Senior Vice President (SVP) of Sales Management and his direct reports, playing a crucial part in ensuring the smooth operation of their daily activities. The ideal candidate will be passionate about developing their career while assisting others in their professional journeys. The Executive Administrative Assistant will be responsible for a variety of administrative tasks that are essential for the effective functioning of the Sales SVP and his team. This includes managing complex calendars, coordinating meetings, and handling sensitive information with the utmost confidentiality. The role requires a proactive approach to distinguish urgent communications and respond appropriately. Additionally, the assistant will manage events, client meetings, and staff gatherings, ensuring all logistical details are meticulously organized. In this position, you will also be tasked with creating and editing presentations and reports using PowerPoint, Excel, and Word. Strong proofreading skills are essential, as you will be responsible for preparing electronic files and transcribing meeting minutes. Travel coordination is another key aspect of this role, which may involve international arrangements, requiring attention to detail in itinerary creation and expense reimbursements. The Executive Administrative Assistant will also maintain organization charts, track time and attendance, and coordinate procurement for the sales team. As a backup for the reception area, you may occasionally greet visitors, manage incoming calls, and liaise with facility management and IT for conference room needs. This multifaceted role demands adaptability and the ability to work with various personalities across all levels of management in a fast-paced environment.

Responsibilities

• Provide administrative and related services primarily for Sales SVP and his direct reports and intermittently for their sales team.
• Manage and coordinate heavy, complex meeting schedules with members of the Company’s Executive Committee, senior executives, and clients.
• Manage events, client and executive meetings, and staff meetings, including project management, budget management, and logistics coordination.
• Create and edit presentations and reports using PowerPoint, Excel, and other applicable software.
• Prepare electronic files and proofread for spelling and grammar; take, transcribe, and distribute meeting minutes.
• Manage and coordinate travel arrangements and related meetings, including international travel.
• Collect receipts and prepare expense reports for SVP and his direct reports.
• Maintain and update organization charts as needed.
• Track and approve time and attendance on a bi-weekly basis.
• Coordinate the ordering of supplies and approval of new equipment for the sales team.
• Coordinate resources for client visits to NYC locations.

Requirements

• 8-10 years of experience supporting high profile executives in a similar Executive Assistant role.
• Exceptional knowledge and experience working with PowerPoint, Excel, and Word.
• College degree highly desirable.
• Advanced experience with calendar management and scheduling/meeting invitations through email (Outlook).
• Excellent command of written English, grammar, and strong proofreading skills.
• Ability to adapt to working with multiple personalities and all levels of management in a fast-paced industry.

Nice-to-haves

• Experience in a financial services or technology environment.
• Familiarity with project management tools and techniques.

Benefits

• Comprehensive health insurance coverage.
• 401k retirement savings plan with matching contributions.
• Paid time off and holidays.
• Professional development opportunities including access to online courses.
• Flexible work arrangements to support work-life balance.