Executive Assistant - Finance and Administration
Location
New York
Business Area
Accounting and Finance
Ref #
10053068
Description & Requirements
The energy of a newsroom, the pace of a trading floor, the buzz of a recent tech breakthrough; we work hard, and we work fast - while keeping up the quality and accuracy we're known for. It's what keeps us inventing and reinventing, all the time. Our culture is wide open, just like our spaces. We bring out the best in each other through teamwork. Through our countless volunteer projects, we also help network with the communities around us, too. You can do amazing work here. Work you couldn't do anywhere else. It's up to you to make it happen.
What's the role?
At Bloomberg Finance, we are committed to providing world-class support to our business partners through insight into business performance, strong financial oversight, and thoughtful leadership.
We are seeking an experienced Administrative Assistant to join our Finance team and support CFOs and their management teams. In this highly collaborative role, you will serve as a proactive partner to senior leaders across Bloomberg's Finance and Administration division, helping them manage priorities, prepare for key meetings and deliverables, and operate effectively in a fast-paced environment.
You will work closely with leaders, team members, and the broader administrative team to coordinate day-to-day activities, anticipate needs, and ensure seamless support and appropriate coverage across the organization. This role requires strong judgment, exceptional organization, clear communication, and the ability to manage multiple priorities with discretion and attention to detail.
We will trust you to:
Serve as a proactive administrative partner to senior leaders and their associated teams.
Own end-to-end calendar and time management for multiple senior leaders, including scheduling, prioritizing, resolving conflicts, and continuously recalibrating calendars based on changing business needs, urgency, and strategic importance.
Ensure senior leaders are where they need to be, on time and fully prepared, with appropriate travel, transition, preparation, review, and follow-up time incorporated into their calendars.
Manage meeting readiness and logistics, including securing agendas and materials in advance, identifying and following up on missing inputs, and coordinating conference rooms, video and conference details, IT support, visitor access, security badges, and catering.
Coordinate domestic and international travel, including air, rail, ground transportation, accommodations, itineraries, technology and connectivity requirements, passport and visa considerations, and expense reporting.
Maintain accurate and current executive and organizational materials, including organization charts, team goals, leadership priorities, operating calendars, key deliverables, and other management documents.
Attend leadership and team meetings as needed, capture decisions and action items, and proactively follow up on owners, deadlines, and outstanding deliverables.
Support planning and coordination for key business cycles, leadership meetings, operating reviews, major organizational deliverables, and special projects.
Manage documents and communications for senior leaders and their teams with a high degree of accuracy, discretion, and confidentiality.
Develop and maintain strong relationships across the organization, including with senior executives, executive assistants, employees, external partners, vendors, and other key stakeholders.
Triage inbound requests and inquiries, determine the appropriate next step or owner, and ensure timely and professional follow-through.
Provide operational support to team members as needed, including onboarding and systems coordination, domestic and international document shipping, and the secure distribution of sensitive materials.
Coordinate team-building activities, leadership events, and off-site meetings, including vendor selection, contract coordination, and event execution.
Provide limited personal support when necessary and appropriate to enable senior leaders to meet critical business commitments.
Partner closely with the broader administrative team to ensure coordinated support, appropriate coverage, and backup calendar management when additional assistance is required.
You will need to have:
A minimum of 10 years of administrative experience providing exceptional support to multiple senior leaders, including direct experience supporting or regularly partnering with C-suite executives.
Demonstrated experience serving as a proactive partner to senior leaders, with the ability to anticipate needs, plan ahead, exercise initiative, and operate effectively with limited direction.
Significant experience managing complex, high-volume calendars across multiple time zones, locations, and competing priorities.
Strong judgment and the confidence to appropriately challenge, redirect, or reprioritize requests in support of the organization's most important objectives.
Exceptional organizational, planning, and time-management skills, with meticulous attention to detail.
Outstanding written and verbal communication skills, with the ability to communicate effectively, professionally, and tactfully with employees at all levels.
The ability to synthesize information, identify missing inputs, anticipate risks, and ensure senior leaders are prepared for meetings, decisions, and key deliverables.
Demonstrated ability to manage multiple projects and priorities simultaneously and drive timely follow-through in a fast-paced, collaborative environment.
Excellent discretion and a demonstrated ability to protect confidential, sensitive, and proprietary information.
A positive, calm, collaborative, and service-oriented approach, combined with an assertive but flexible working style.
A high degree of reliability, responsiveness, ownership, and accountability.
A bachelor's degree or equivalent professional experience; experience supporting a finance organization is preferred.
Proficiency in Microsoft Office, including Outlook, Word, Excel, and PowerPoint; experience with Visio, Macs, PCs, and Apple iOS devices is preferred.
Success in this role will look like:
Senior leaders' calendars consistently reflect the organization's highest priorities.
Time is proactively reserved for preparation, review, decision-making, and important deliverables.
Meetings are well organized, materials are received in advance, and leaders arrive prepared.
Conflicts and changing priorities are resolved quickly and thoughtfully.
Decisions, action items, and commitments are consistently tracked through completion.
Organizational materials, including team goals and organization charts, remain accurate and current.
Senior leaders and their teams experience seamless, responsive, and highly coordinated support.
Does this sound like you?
Apply if you think we're a good match. We'll get in touch to let you know that the next steps are, but in the meantime feel free to have a look at: https://www.bloomberg.com/company/what-we-do/
Bloomberg is an equal opportunity employer and we value diversity at our company. We do not discriminate on the basis of age, ancestry, color, gender identity or expression, genetic predisposition or carrier status, marital status, national or ethnic origin, race, religion or belief, sex, sexual orientation, sexual and other reproductive health decisions, parental or caring status, physical or mental disability, pregnancy or maternity/parental leave, protected veteran status, status as a victim of domestic violence, or any other classification protected by applicable law.
Bloomberg provides reasonable adjustment/accommodation to qualified individuals with disabilities. Please tell us if you require a reasonable adjustment/accommodation to apply for a job or to perform your job. Examples of reasonable adjustment/accommodation include but are not limited to making a change to the application process or work procedures, providing documents in an alternate format, using a sign language interpreter, or using specialized equipment. If you would prefer to discuss this confidentially, please email AMERrecruit@bloomberg.net (Americas), EMEArecruit@bloomberg.net (Europe, the Middle East and Africa), or APAC_recruit@bloomberg.net (Asia-Pacific), based on the region you are submitting an application for.
Salary Range = 85,000 - 125,000 USD Annual + Benefits + Bonus
The referenced salary range is based on the Company's good faith belief at the time of posting. Actual compensation may vary based on factors such as geographic location, work experience, market conditions, education/training and skill level.
We offer one of the most comprehensive and generous benefits plans available and offer a range of total rewards that may include merit increases, incentive compensation (exempt roles only), paid holidays, paid time off, medical, dental, vision, short and long term disability benefits, 401(k) +match, life insurance, and various wellness programs, among others. The Company does not provide benefits directly to contingent workers/contractors and interns.
Discover what makes Bloomberg unique - watch our for an inside look at our culture, values, and the people behind our success.
Bloomberg is an equal opportunity employer and we value diversity at our company. We do not discriminate on the basis of age, ancestry, color, gender identity or expression, genetic predisposition or carrier status, marital status, national or ethnic origin, race, religion or belief, sex, sexual orientation, sexual and other reproductive health decisions, parental or caring status, physical or mental disability, pregnancy or parental leave, protected veteran status, status as a victim of domestic violence, or any other classification protected by applicable law.
Bloomberg is a disability inclusive employer. Please let us know if you require any reasonable adjustments to be made for the recruitment process. If you would prefer to discuss this confidentially, please email amer_recruit@bloomberg.net
