Executive Assistant

Role Overview

• Serve as a trusted partner to senior executives by managing day-to-day administrative priorities and ensuring seamless executive support.
• Screen incoming calls, field questions, and respond independently when appropriate while exercising discretion and judgment regarding communications.
• Manage complex executive calendars, acting as a strategic gatekeeper by prioritizing requests, coordinating meetings, anticipating scheduling conflicts, and maximizing executive productivity.
• Coordinate onsite, offsite, and virtual meetings, including logistics, agendas, materials, attendee communications, and follow-up actions.
• Organize comprehensive domestic and international travel arrangements, including flights, hotels, transportation, dining reservations, visas (when applicable), and detailed travel itineraries.
• Anticipate executive travel needs and proactively address issues to ensure seamless travel experiences.
• Prepare expense reports and reconcile monthly corporate credit card accounts accurately and timely.
• Create, edit, format, and maintain executive-level presentations, reports, meeting agendas, and other business materials using Microsoft PowerPoint, Excel, Word, and Outlook.
• Assist executives with preparing client-facing presentations, leadership communications, and business development materials.
• Plan, coordinate, and execute firm and client event logistics, including venue selection, food and beverage coordination, guest accommodations, audiovisual requirements, vendor management, contracts, invoices, and attendee communications.
• Support internal meetings, leadership events, training sessions, recruiting activities, and team-building initiatives.
• Assist with business development and market-facing activities by coordinating meetings, preparing materials, and managing logistics.
• Maintain efficient filing and organization of correspondence, reports, presentations, and meeting materials.
• Greet new hires and coordinate day-one onboarding logistics.
• Provide reception and office support as needed, helping ensure a professional and welcoming office environment.
• Manage special projects and ad hoc assignments while providing backup support to other Executive Assistants when needed.

Requirements

• Bachelor's degree or equivalent experience.
• 5+ years of administrative experience supporting Senior-level executives required.
• Extensive experience managing complex executive calendars, coordinating meetings across multiple time zones, and proactively resolving scheduling conflicts.
• Proven experience coordinating complex domestic and international travel arrangements, including flights, accommodations, itineraries, transportation, and logistics.
• Strong event planning and coordination experience, including executive meetings, team events, offsites, client events, and firm-sponsored functions.
• Advanced proficiency in Microsoft Office Suite (Outlook, PowerPoint, Excel, Word, Teams) required.
• Demonstrated experience creating, formatting, editing, and managing executive-level PowerPoint presentations and meeting materials.
• Basic knowledge of IT and office equipment configuration.
• Strong initiative with the ability to work independently and proactively identify opportunities to improve processes and operational efficiencies.
• Excellent organizational, time management, and prioritization skills with the ability to manage multiple competing priorities in a fast-paced environment.
• Exceptional attention to detail and commitment to accuracy.
• Entrepreneurial spirit and solution-oriented mindset.
• Ability to thrive in an ever-changing, dynamic environment.
• Strong written and verbal communication skills with the ability to interact professionally with executives, clients, and internal teams.
• Desire to actively participate in Riveron's culture and internal initiatives, including community service, training, interviewing, networking events, and firm activities.

Benefits

• medical, dental, and vision insurance
• 401(k) with company match
• PTO