Executive Assistant

Job Description:

Investment Firm
Westport, CT

Temporary Executive Assistant

Pay $35.00

Our client, a Westport, CT-based Investment Firm, seeks a Temporary Executive Assistant. The Executive Assistant (Operations Coordinator) for their HR Team is going on maternity leave from October through March 2026.

Executive Assistant (6-Month Maternity Leave Coverage)
The role is hybrid, with the expectation of 3 days in the office (Tuesday-Thursday: 9 am-5 pm).
The Executive Assistant will ensure smooth operations, track deliverables, and support ad-hoc initiatives. This position offers an excellent opportunity for individuals who excel in dynamic, fast-paced environments, are adept at managing ambiguity, and can effectively collaborate with multiple stakeholders at once while delivering high-level administrative assistance across key projects and priorities.

Day-to-day responsibilities would include a combination of the following:

• Report directly to the Global Head of Human Resources and work with the Human Resources Team, providing comprehensive administrative support, including:
  
• Calendar management, travel coordination, and expense reporting for the Global Head of Human Resources
  
• Coordinate and manage team meetings, collaborating with the team on agenda preparation and ensuring efficient execution
  
• Drafting communications
  
• Creating presentations
  
• Submitting and tracking invoices
  
• Managing JIRA ticket system and HR inbox for monitoring, assigning, and follow-ups
  
• Sort and triage mail
  
• Assist with metrics reporting where needed
  • Creation and distribution of a biweekly newsletter distribution
  • Shipping out and tracking inventory of new hire swag
  • Update internal HR website as needed
  • Manage various ad hoc projects and tasks as needed (example: helping to organize a holiday volunteer event)
  

  Requirements:

  The Ideal Candidate Is:
  
• Someone who exercises sound judgment, can prioritize effectively, make decisions confidently while triangulating with trusted parties, and handle sensitive information with discretion
  
• An excellent communicator, both verbally and in writing
  
• Motivated to take on new challenges
  
• Experienced with engaging with high-level executives and skilled at building productive relationships across all levels of an organization
  
• Resourceful, adaptable, and proactive in solving problems
  
• Professional under pressure, resilient in the face of shifting priorities, and emotionally intelligent-open to direct feedback, able to pivot quickly, and maintain focus without taking things personally
  
• Open-minded and inquisitive, with a knack for spotting opportunities to improve efficiency
  
• Exceptional in time management, project management, and attention to detail
  
• Familiar with software tools like Concur, Microsoft platforms, Mailchimp, Jira, SharePoint, Monday.com or Confluence-a plus
  
  Required Qualifications
  
• Bachelor's degree preferred.
  
• At least 5 years' experience supporting a senior executive.
  
• Proficiency in Microsoft Office Suite and/or HR software (e.g., ADP, Concur).