Equitable is hiring an Executive Administrative Assistant

Equitable is seeking an Executive Administrative Assistant to provide dedicated support to the Chief Accounting Officer (CAO) and Finance Leadership. This role delivers high-level administrative, operational, and project management support, requiring exceptional organizational skills, sound judgment, and the ability to thrive in a fast-paced, deadline-driven environment.

What You'll Do

• Maintain complex executive calendars, anticipate conflicts, and prioritize competing demands.
• Prepare agendas, briefings, summaries, and confidential correspondence.
• Compose and edit highly confidential documents and format board papers.
• Manage travel arrangements, expense reports, onboarding/offboarding, and ServiceNow requests.
• Act as a project manager for special projects, including planning presentations and coordinating information dissemination.
• Assist with business planning and initiative implementation.
• Facilitate meetings and communicate results to project teams and management.
• Schedule and manage quarterly close meetings.
• Coordinate conference rooms, materials distribution, and meeting follow-ups.
• Create and manage purchase orders, reconcile invoices, and track expenses.
• Manage onboarding/offboarding for consultants, including ordering laptops and coordinating access.
• Prepare, edit, and format board papers and executive documents.
• Draft executive communications and business review materials.
• Plan corporate events, executive offsites, trainings, and celebrations.
• Manage logistics, catering, and headcount for events.
• Monitor off-site storage and identify records for destruction.
• Support retention compliance and documentation.
• Maintain Quarterly Management Questionnaire (QMQ) distribution lists.
• Load QMQ into DocuSign and archive to SharePoint.

What We're Looking For

• Associates Degree or equivalent experience.
• 6+ years of executive administrative experience.
• Proficiency in Microsoft Office, SharePoint, Concur, ServiceNow, and DocuSign.
• Demonstrated interpersonal, communication, and organizational skills.
• Ability to work independently under deadlines.

Nice to Have

• Experience supporting accounting, finance, and/or risk leaders.

Technical Stack

• Microsoft Office
• SharePoint
• Concur
• ServiceNow
• DocuSign

Team & Environment

You will directly support the Chief Accounting Officer (CAO) and Finance Leadership, collaborating closely with the CAO’s Chief of Staff.

Benefits & Compensation

• Medical, dental, and vision insurance
• 401(k) plan
• Paid time off
• Base salary increases
• Spot bonuses
• Short-term incentive compensation opportunities
• Compensation range: $70,000 - $104,000

Work Mode

This is a hybrid position.

Equitable is committed to providing equal employment opportunities to our employees, applicants and candidates based on individual qualifications, without regard to race, color, religion, gender, gender identity and expression, age, national origin, mental or physical disabilities, sexual orientation, veteran status, genetic information or any other class protected by federal, state and local laws.