Executive Administrative Assistant

PeopleSolutionsNOW is hiring for Madan + Associates

ONLY APPLICANTS WHO LIVE WITHIN 25 MILES OF LONG ISLAND CITY WILL BE CONSIDERED

This is an excellent opportunity to join a rapidly growing company where you will play a critical role on the team. Madan + Associates is a small and committed group passionate about the work they do and the difference they make in people’s lives.

Madan + Associates (M+) is seeking an outgoing, professional, and organized individual to serve in an Executive Assistant role supporting our Founder + CEO. The successful applicant will take pride in being attentive to details and able to juggle multiple competing priorities, foresee potential problems and plan contingencies accordingly. The successful candidate will possess the ability to complete complex tasks quickly and autonomously, react with appropriate urgency to situations that require a quick turnaround, and take effective actions.

About M +

M+ is a niche financial services business that works in innovative life insurance planning for high-net-worth clients and their advisors. Our clients’ net worth range from $20 Million to $500 Million. By partnering with the client’s financial advisor, we not only provide support and guidance but also deliver a gateway to premium financing through exclusive industry relationships and venerable insight. In doing so, we go the extra mile by tailoring our strategy around a holistic picture to elevate the performance of life insurance assets.

Overview of Responsibilities: Reporting to the Chief Operating Officer, this position will be responsible for the management of the CEO’s time and coordinator of all communications and logistics the CEO is responsible for.

• Executive Logistics. Calendar management for CEO; coordinate and schedule zoom meetings and follow- ups with outside parties; coordinate and manage travelarrangements; create itineraries that involve different time zones, airline, car, and hotel preferences, etc.
• Executive Communications. Email management and triage for CEO; drafting and screening emails; receiving incoming communication or memos on behalf of senior staff, reviewing contents, determining importance, and summarizing and/or distributing contents to appropriate staff members; coordinating internal communication; assisting with team workflows, preparing meeting materials etc.
• Personal & Professional Alignment: Manage the alignment of the CEO’s work and personal responsibilities to ensure seamless delivery of CEOs commitments. Scheduling travel, making reservations, planning events, ordering gifts, completing applications, etc.
• New Business and Existing Client Intake. Assist team in tasks such as obtaining client information, ordering medical records, preparing files, distributing documents to clients and other advisors, etc.
• Quality Control of Files and Documentation. Ensure client records and notes are complete and accurate; filing, typing, copying, scanning, organizing, & basic bookkeeping etc.

Qualifications + Requirements

• 5+ years’ experience in an executive assistant position is required.
• Ability to bring organization and calmness to a fast-paced environment.
• Highly organized, detail-oriented, and able to anticipate needs and work ahead of the CEO.
• A proactive and outgoing communicator who is comfortable interacting with diverse personalities.
• Professional communication skills, both verbal and written.
• Excellent computer skills, specifically Mac & proficiency in Microsoft Office (including MS Excel & Outlook).
• Ability to identify areas for process improvement and continually make suggestions.
• Must live near Long Island City, NY to attend in person meetings and events (quarterly).
• Experience with life insurance, financial planning, and/or investment management preferred.

Benefits + Compensation

Medical, Dental, Vision, 401(k) with match

Paid vacation and sick/personal time