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Vontobel · 5 days ago

Executive Assistant

New York, NY

Full-time

Onsite

Mid, Senior Level

$120K/yr - $150K/yr

5+ years exp

Vontobel is a family-owned and publicly listed company committed to long-term thinking and sustainability. The Executive Assistant will support the CEO and Head of Americas, managing schedules, travel arrangements, and correspondence while building relationships with diverse stakeholders.

Asset ManagementBankingFinancial Services

Responsibilities

Proactively manage calendar, scheduling meetings, appointments, and conference calls while considering time zone differences and priorities

Screen and prioritize incoming meeting requests, calls, emails, and correspondence, effectively communicating key information

Arrange domestic and international travel, including booking flights, accommodations, and ground transportation

Take detailed meeting minutes for key meetings and presentations, prepare agendas, gather relevant materials and coordinate logistics

Draft and edit confidential business area internal communication, and correspondence as needed, ensuring accuracy and professional presentation

In close collaboration with the responsible Business Manager assist with projects including marketing and client activities while ensuring timely completion of tasks

Build and maintain positive relationships with internal and external stakeholders, including clients, partners, and senior executives

Work closely across time-zones with the headquarters in Switzerland

Handle correspondence with senior stakeholders professionally in English

Qualification

Executive Assistant experienceMS Office proficiencyCommunication skillsOrganizational skillsSpanish languageGerman language

Required

A minimum of 5 years of experience as an executive assistant within an international company in investment management or financial services

Commercial training, ideally complemented by further qualifications as an executive assistant

Advanced proficiency in MS Office (Word, PowerPoint, Excel, Outlook) and familiarity with modern communication tools

Strong written and verbal communication skills in English

Highly organized and detail-oriented, with a strong commitment to accuracy

Ability to manage multiple priorities, deadlines, and complex schedules with meticulous attention to detail

Handle routine tasks independently and proactively addressing potential issues or delays, demonstrating a sense of urgency in managing a high volume of scheduling requests

Maintain strict confidentiality regarding sensitive company information and executive matters

Commitment to delivering high-quality work consistently with a positive attitude while able to identify potential issues and proactively address them before they arise

Strong team player with an independent, structured, and detail-oriented work style