Executive Administrative Assistant

Information Systems & Technology New York, New York


Executive Administrative Assistant

New York / New Jersey, United States


About Citco

Citco is a global leader in fund services, corporate governance and related asset services with staff across 80 offices worldwide. With more than $1 trillion in assets under administration, we deliver end-to-end solutions and exceptional service to meet our clients’ needs.

For more information about Citco, please visit www.citco.com

About the Team & Business Line:

Proprietary software solutions and innovation are at the core of what differentiates Citco in the alternative investment space. Through our network of global development centres, Citco invests heavily in technology development, security, and infrastructure to ensure our clients continue to receive award-winning products that underpin our commitment to service excellence.

As the primary support to our Technology Management team, you will work with dedicated professionals to ensure our clients maintain access to their critical information assets while keeping Citco ahead of industry trends.

Citco is seeking a proactive Executive Assistant to support its Technology Management team. The ideal candidate must be reliable, exercise excellent judgement, have exceptional communication skills, demonstrate professionalism, and have the ability to handle numerous projects with high level of accuracy. You will also be responsible for anticipating the needs of multiple managers and flexibly accommodating work schedules.

Your Role:

  • You will coordinate meeting responsibilities (could include: logistics, action items, note-taking, assist in preparing content, etc.).
  • Plan, organize and manage multiple calendars (resolve overlapping commitments and protect time for priorities)
  • Coordinate all travel arrangements
  • Manage logistics for special events such as team all-hands or off-sites
  • Manage and reconcile expense reports within time constraints
  • Understanding the teams’ budget
  • Manage special projects, as agreed with manager(s)
  • Maintain email distribution lists/aliases
  • Assist in updating internal and external presentations about technology initiatives
  • Act as the point of contact between workplace services to meet facility needs for the team
  • Obtain an understanding of internal structures and operations of the organization
  • Maintain an advanced degree of confidentiality along with excellent judgement, discretion and a high degree of maturity/professionalism
  • Partner with HR, Finance, Legal and other teams on various initiatives
  • Apply judgment with a full understanding of urgency and priorities of your leaders, routinely needing to multi-task with little to no direction

About You:

  • You have 5+ years of experience working at a senior and/or executive administrative level with at least 3 years at supporting the VP+ experience.
  • Preferred Qualifications:
  • Experience supporting multiple leaders of large teams
  • Advanced knowledge of MS Office (Outlook, Word, PowerPoint and Excel) and cloud-based applications (SharePoint)
  • Experience with Collaboration software (MS Teams, Slack, etc.)
  • Ability to professionally interact with senior leaders and anticipate their needs
  • Ability to effectively exercise judgement including time management, prioritizing issues and tasks, and meet deadlines.
  • Demonstrates ability to be proactive, take initiative, exercise good judgment, discretion and confidentiality in all tasks
  • Experience with project and budget management

Our Benefits

Your well-being is of paramount importance to us, and central to our success. We provide a range of benefits, training and education support, and flexible working arrangements to help you achieve success in your career while balancing personal needs. Ask us about specific benefits in your location.

We recognize diversity as a source of organizational pride and strength. We have made it a priority to reflect our nation’s evolving diversity in the people we hire, and the culture we create in our organization.

Citco welcomes and encourages applications from people with disabilities. Accommodations are available upon request for candidates taking part in all aspects of the selection.