Job Description

Trading Floor Executive Assistant

Location: 1585 Broadway, New York, NY

As an Administrative Assistant supporting multiple teams on a fast-paced trading floor, I was responsible for high-level executive support, client coordination, and logistical planning. This role demanded precision, adaptability, and professionalism to ensure smooth day-to-day operations in a high-pressure environment.

Key Responsibilities:

• Provided front-line phone coverage, maintained calendars, and scheduled meetings across departments

• Coordinated all aspects of travel logistics including flights, hotels, ground transportation, and itineraries

• Prepared and submitted detailed expense reports and ensured timely reimbursements

• Supported bankers and analysts with Lucite orders, closing dinners, and client event coordination

• Managed internal and external meeting logistics including A/V setup, catering, and materials preparation

• Produced presentation decks, bound meeting materials, and handled confidential correspondence

• Maintained filing systems and monitored group inboxes, ensuring effective communication and organization

• Acted as a liaison across departments, navigating firm systems and handling urgent requests efficiently

• Provided backup support during absences and ensured consistent administrative coverage across teams

Tools & Skills:

• Microsoft Outlook (email/calendar), Excel, PowerPoint, and Word

• Document handling, internet research, firm-specific platforms (intranet, Lucite ordering systems)

• Excellent communication, multitasking, and time management in a deadline-driven setting

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