Business Coordinator & Executive Assistant

The Business Coordinator extends beyond traditional administrative duties, partnering closely with Business Managers, Product Heads, and senior leadership to execute strategic initiatives, enhance decision-making through data-driven insights, and optimize business operations. Acting as a trusted partner and key point of contact, the Business Coordinator combines operational excellence, analytical reporting, and thoughtful business support to enable leaders to focus on strategic priorities while ensuring day-to-day execution runs

Key Responsibilities

• Senior Leadership & Business Support:
  Provide high-quality operational and business support to select senior leaders within a designated product line, ensuring priorities are managed efficiently in a fast-paced, complex environment.

• Meeting Coordination & Participation:
  Convene and actively participate in high-level meetings; capture key decisions, document outcomes, track action items, and ensure timely follow-up with stakeholders. Distribute clear, concise meeting notes immediately following meetings to maintain momentum and accountability.

• Management Reporting & Data Analysis:
  Compile, analyze, and deliver recurring and ad-hoc management information reports using Excel and related data sources. Identify trends, risks, and key insights to support business decision-making. Develop polished PowerPoint presentations that clearly communicate performance metrics, business updates, and insights to senior leadership and broader stakeholders.

• Business Performance & Insights:
  Partner with Business Managers to support reporting on business performance, initiatives, and operational metrics. Ensure reporting is accurate, well-structured, and tailored to the needs of different audiences, with a focus on clarity, consistency, and actionable outcomes.

• Expense Management & Review:
  Manage expense processing for senior leadership, ensuring submissions are accurate, timely, and compliant with firm policy. Review expenses with appropriate judgment and attention to detail, partner with Junior Sales Assistants on expense accuracy, and analyze expense trends to identify potential issues or cost-saving opportunities.

• Expense Analysis:
  Support broader expense oversight through review of trends and data accuracy within SmartProcure dashboards. Challenge discrepancies where necessary and collaborate with stakeholders to ensure reporting integrity and policy alignment.

• Event Planning:
  Coordinate internal team and client events, including venue selection, logistics, catering, and entertainment. Liaise with the client entertainment team to manage ticket requests and approvals.

• Communication Management:
  Draft and distribute professional communications on behalf of product leaders to internal teams and key stakeholders, ensuring messaging is clear, timely, and aligned with business objectives.

Key Skills & Qualifications

• Experience:
  2–5 years of experience in a business coordination, administrative, analyst, or business support role, ideally within financial services or a fast‑paced corporate environment.

• Analytical & Reporting Skills:
  Strong ability to analyze data, identify trends, and produce management information reports with clear, insightful commentary. Demonstrated experience building Excel-based analyses and creating executive-ready PowerPoint presentations.

• Organizational Skills:
  Proven ability to manage multiple priorities, schedules, and deliverables across a complex business structure.

• Communication Skills:
  Excellent written and verbal communication skills, with the confidence to interact effectively across multiple levels of the organization.

• Technical Proficiency:
  Advanced proficiency in Microsoft Office (particularly Excel and PowerPoint), calendar management tools, STAR, and expense management systems.

• Problem Solving & Initiative:
  Ability to anticipate issues, proactively identify solutions, and drive continuous improvement in processes and reporting.

• Collaboration:
  Strong interpersonal skills and the ability to work effectively with senior leaders, team members, and partner functions across the organization.

Please note the base salary for this role is $100,000 USD