Executive Assistant/ Senior Administrative Professional

Guidepost Solutions LLC•New York, NY

8h•Onsite

About The Position

We are seeking an experienced Executive Assistant to support senior leadership in a fast-paced, executive driven environment. This role sits at the intersection of executive and legal support and requires an individual who brings maturity, confidence, sound judgment, and discretion to their work. The successful candidate is a seasoned, proactive self-starter with prior legal or law firm experience, exceptional organizational instincts, and the ability to remain calm and effective in a high expectation, dynamic setting. The candidate is comfortable working closely with executives, managing competing priorities, and communicating professionally with a wide range of sophisticated stakeholders, including attorneys, financial professionals, C-suite leaders, and high net worth individuals. The candidate is able to think ahead, anticipate needs, and handle sensitive and confidential information with the highest level of professionalism. This role is best suited for someone who thrives in an in-person, executive centric environment and values the day to day rhythm of senior leadership.

Requirements

Professionalism & integrity
Proactive problem solving, communication & collaboration
Highly detail-oriented
Resourceful with the ability to think outside of the box
Technically proficient
Advanced Communication (Written & Verbal)
Ethical
Bachelor's degree and/or five (5)+ years of providing executive administrative level support.
Strong technology aptitude, with the ability to quickly learn and effectively use new tools and systems; ability to assess and resolve technical difficulties in a high pressure environment.
Advanced proficiency with Microsoft 365 and related productivity tools (e.g., Outlook, Teams, SharePoint, OneDrive, PowerPoint, Excel) to support executives and legal/compliance workflows.
Exceptional written communication, editing, and document management skills.
Demonstrated ability to manage confidential information with discretion and integrity.
Experience working in a very fast-paced environment with multiple competing priorities.
Strong judgment and foresight in anticipating executive needs.

Nice To Haves

Prior experience in a law firm, legal department, or compliance-driven organization, a plus.

Responsibilities

Serve as the primary administrative support for the Chairman and CCO, managing complex priorities, communications and confidential matters with discretion and sound judgement.
Support legal and compliance initiatives, including document preparation, proofreading, version control, and the coordination of approvals.
Prepare, review, and edit correspondence, agreements, presentations, and executive materials with a high degree of accuracy and professionalism.
Maintain strict confidentiality when managing sensitive legal, personnel, and business information.
Manage dynamic, frequently changing calendars with competing priorities and minimal notice.
Coordinate complex domestic and international travel, including detailed itineraries and real-time adjustments.
Serve as a gatekeeper for executive communications, prioritizing emails, calls, and meeting requests to ensure efficient decision-making and use of executive time.
Provide administrative and operational support to legal and compliance functions, including engagement letters, proposals, invoices, expense reports, and timekeeping.
Support compliance initiatives by assisting with documentation, tracking approvals, and maintaining audit‑ready records.
Coordinate preparation for compliance reviews and external legal or regulatory engagements.
Maintain organized electronic and physical filing systems for legal, executive and compliance records in accordance with company policies and regulatory requirements.
Assist with records retention and information governance, including adherence to retention schedules, legal holds, and approved document destruction practices.
Track contacts, matters, and business opportunities using CRM or internal systems.
Anticipate executive needs and proactively address issues before they escalate.
Collaborate closely with other executive assistants, legal staff, and operations teams.
Provide backup support to senior administrative colleagues, as needed.