As a Senior Executive Assistant within Chief Technology Office (CTO), you will partner with senior leadership in a fast-paced and highly dynamic environment, leveraging your proven track record of developing strong partnerships, anticipating needs and maximizing the effectiveness for executive-level leadership. You will provide high-level administrative and operational support managing complex calendars, travel, leadership meetings and priorities while playing an important role in coordinating CTO leadership visits, employee events, site activities and overall day-to-day office experience.
You will partner closely with the office of the Chief of Staff, Executive Assistants, Communications, Real Estate, Facilities, Technology Support and other key stakeholders to ensure leadership and site activities are coordinated and executed seamlessly. This role requires strong judgment, exceptional organization, attention to detail and the ability to independently manage multiple priorities in a fast-paced environment.
Job Responsibilities
- Act as a trusted partner and primary point of coordination for senior leaders, proactively anticipating needs, resolving scheduling conflicts and ensuring appropriate preparation and follow-up for key meetings and engagements.
- Provide senior-level executive support, including complex calendar management, meeting coordination, domestic and international travel, expense management and day-to-day prioritization.
- Serve as a floor/site management point of contact for CTO, coordinating day-to-day office needs and helping ensure a professional, organized and welcoming workplace experience for employees, senior leaders and visitors.
- Coordinate CTO leadership visits, Town Halls, employee engagement activities, recognition events, leadership meetings and other site-based activities, supporting planning through execution.
- Manage events and logistics, including conference rooms, catering, technology requirements, visitor access, seating, communications, materials and on-site execution.
- Maintain a forward-looking view of CTO events, leadership visits and site activities, proactively identifying conflicts, dependencies and coordination needs.
- Partner with office of the Chief of Staff, Executive Assistants, Communications and other stakeholders to ensure leadership and employee activities are appropriately coordinated.
- Maintain confidential information, exercise discretion and sound judgment, and ensure compliance with firm policies and procedures.
- Build strong relationships across the organization and collaborate effectively with colleagues and stakeholders at all levels.
Required Qualifications, Capabilities and Skills
- Minimum of 8 years of experience supporting executive-level leadership in a fast-paced and complex environment.
- Strong organizational skills and demonstrated ability to independently manage multiple priorities.
- Experience managing complex executive calendars and domestic and international travel.
- Experience coordinating executive visits, events, large meetings or employee engagement activities.
- Excellent interpersonal and communication skills with the ability to interact confidently with senior leaders and stakeholders at all levels.
- Strong attention to detail with demonstrated ability to anticipate needs and proactively resolve issues.
- Sound judgment and discretion in handling confidential and sensitive information.
- Proficiency with Microsoft Office tools, including Outlook, PowerPoint, Excel and Teams, and ability to quickly learn and leverage new technologies.
- Flexibility to support occasional activities outside normal business hours based on leadership visits, events and business needs.
Preferred Qualifications, Capabilities and Skills
- Experience supporting senior executives within Technology, Financial Services or another large corporate environment.
- Experience with office/floor coordination, workplace experience or site operations in addition to executive support.
- Experience planning and executing leadership visits, Town Halls, employee events and large-scale meetings.