Administrative Assistant, Office of the CEO

Jefferies is a leading global, full-service investment banking and capital markets firm that provides advisory, sales and trading, research, and wealth and asset management services. With more than 40 offices around the world, we offer insights and expertise to investors, companies, and governments.

Job Description

Work alongside the CEO’s Executive Assistant to serve as the CEO's administrative and operational backbone, ensuring his time is optimized and that communication and workflow run smoothly.

Key responsibilities include, but are not limited to:

• Calendar and schedule management: Help manage and prioritize CEO's complex calendar, including scheduling meetings, appointments, and travel arrangements.
• Communication management: Handle incoming and outgoing communications (emails, phone calls) and draft correspondence on behalf of the CEO; coordinate internal material and company-wide notes.
• Travel arrangements: Book and manage complex travel logistics, including flights, accommodations, and ground transportation.
• Project coordination: Assist in planning, organizing, and tracking various events, working closely with other teams, including Corporate Events and HR.
• Meeting Management: Reserve conference rooms, order food, register and greet guests, set up room, and clean up post-meeting.
• Expense Reporting: Prepare and manage expense reports.
• Office management: Stock supplies and maintain CEO’s office on a daily basis.
• Ad-hoc tasks: Assist with special projects and personal tasks as required by the CEO which includes occasional travel to/from CEOs NYC residence for events.

Qualifications and Skills:

• Experience: Minimum of +5 years of experience as a Personal Assistant or Executive Assistant supporting senior executives. Experience in a corporate, fast-paced environment is preferred.
• Education: Bachelor's degree in Business Administration, Communications, or a related field is preferred.
• Organizational skills: Exceptional organizational and time management skills are essential to manage the CEO's complex schedule, multiple priorities, and ensure efficient workflow.
• Attention to detail: Meticulous attention to detail and accuracy in all tasks, ensuring high-quality deliverables and no errors.
• Communication skills: Excellent written and verbal communication skills, including the ability to draft professional correspondence and interact effectively and collaboratively with various stakeholders.
• Thrives under pressure: Demonstrated ability to deliver high-quality results in a fast-paced environment, handling unexpected challenges effectively, identifying and implementing solutions under pressure, while maintaining composure and focus.
• Problem-solving: Ability to anticipate needs, troubleshoot issues, and take a proactive approach to problem-solving, often requiring the ability to make decisions independently.
• Interpersonal skills: Strong interpersonal skills and the ability to build relationships with internal and external stakeholders, representing the CEO and the company professionally.
• Adaptability and flexibility: Ability to adapt to rapidly changing priorities and thrive in a dynamic, fast-paced environment.
• Discretion and confidentiality: High level of integrity and the ability to handle confidential and sensitive information with discretion.
• Technical proficiency: Experience working with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, MS Teams) and Zoom.

Full-Time Salary Range of $90,000-$100,000.

At Jefferies, we are committed to building a culture that provides opportunities for all employees regardless of our differences and supports a workforce that is reflective of the communities where we work and live. As a result, we are able to pool our collective insights and intelligence to provide fresh and innovative thinking for our clients.

Jefferies is committed to creating and sustaining a workforce that welcomes individuals from all backgrounds to apply. Our employment decisions are made without regard to race, creed, color, national origin, ancestry, religion, pregnancy, age, medical condition, physical or mental disability, marital status, domestic partner status, sex, sexual orientation, gender, gender identity or expression, veteran or military status, genetic information, reproductive health decisions, or any other factor protected by applicable law. We are committed to hiring the most qualified applicants and complying with all federal, state, and local equal employment opportunity laws. As part of this commitment, Jefferies will extend reasonable accommodations to individuals with disabilities, as required by applicable law.

The salary offered will take into consideration an individual’s experience level and qualifications. In addition to salary, Jefferies Financial Group is proud to offer a comprehensive benefits package to eligible, full-time employees or part-time employees, who are scheduled to work at least 30 hours or more per week, including an annual discretionary incentive and retention bonus, competitive employee benefits, including: medical, dental & vision coverage; 401(k); life, accident, and disability insurance; and wellness programs. Jefferies also offers paid time off packages that include planned time off (e.g., vacation), unplanned time off (e.g., sick leave), and paid holidays, and for full time employees, paid parental leave.