CastleOak Securities

CastleOak Securities, L.P. (“CastleOak”) is a premier boutique investment bank focused on providing capital markets services to a broad array of corporate, governmental and institutional clients. Headquartered in New York City, the firm specializes in primary and secondary sales and trading of fixed income, equity, and money market securities, as well as financial advisory (including M&A and private placements). Since its founding in 2006, CastleOak has assisted its clients on public offerings totaling over $4 trillion. CastleOak's professionals average 20 years of successful Wall Street experience and ongoing working relationships with some of the largest global corporations. 

We offer a competitive total rewards package including:

• Hybrid workplace: work from home 2 days per week!
• Health insurance: competitive medical, dental, and vision programs
• Commuter benefits
• 401(k) with a company match 
• Charitable contribution match program for employees
• Company-paid life insurance, short-term and long-term disability insurance
• Paid time off: vacation, personal days, sick leave, etc.
• Intentional culture celebrations and social outings

We are seeking a highly organized, proactive, and resourceful individual to join the firm as an Executive Assistant to the CEO and the Chief of Staff. This is a key role on the small but highly functional Office of the CEO team, working hand in hand with the Executive Assistant to the CEO. This person will provide comprehensive backup administrative support to the CEO, primary support to the Chief of Staff, and provide project management leadership on firm-wide events. The successful candidate will thrive in a fast-paced environment, have a servant leadership mentality (low ego), be adaptable to changing priorities, and demonstrate a high level of professionalism and discretion. 

Responsibilities

• Provide high-level administrative support for the CEO, serving as a backup point of contact and gatekeeper for internal and external stakeholders. Back up the Executive Assistant to the CEO in managing the CEO’s dynamic calendar and frequent travel, helping to answer phones and provide consistent coverage of the office throughout the week . Be the primary support for handling the CEO’s numerous and complex expenses. Manage the Chief of Staff’s dynamic calendar, scheduling meetings, preparing meeting documents in advance of meetings, and helping to keep track of follow ups. Proactively anticipate and solve scheduling conflicts, looking days in advance for ways to optimize time and efficiency and, in the case of conflicts, informing attendees of delays or changes in the moment (and rescheduling as needed). Prioritize commitments and ensure efficient use of the Chief of Staff’s time, rather than just slotting in meetings to openings. Work closely with the Executive Assistant to the CEO, as the Chief of Staff’s and the CEO’s calendars are closely aligned.
• Provide administrative support for the Chief of Staff w.r.t. expenses, phones, contacts, visitors, files, etc.
• Be the point person for the logistics (i.e., calendaring, setting up video conferences, prepping agendas and materials, etc) around internal committee meetings and Town Halls that the CEO or Chief of Staff chair. Coordinate executive-level events, functions, and engagements, including quarterly management meetings
• Coordinate firm-wide events originating in the Office of the CEO, including the annual holiday party, summer event, client events, and happy hours. Work with internal and external parties to create invitee lists, manage invitations, and coordinate vendors and venues, handling all logistical aspects of event planning and execution.
• Manage periodic internal and external communication/logistics for initiatives originating in the Office of the CEO, including holiday cards, swag orders, and catering orders.
• Serve as backup to the current EA to the CEO, handling tasks including the CEO‘s travel and calendar as needed on occasion. Because the activities of the Office of the CEO overlap, there will be need to work very closely with the EA to the CEO.
• Complete any reasonable projects or tasks for the Office of the CEO team.

Required Qualifications

• Bachelor's degree
• 5-10 years’ experience as an Executive Assistant or similar role supporting C-level executives in Investment Banking or Sales & Trading
• Exceptional organizational skills and the ability to multitask and ruthlessly prioritize
• Excellent written and verbal communication skills, with exceptional attention to detail
• High level skills in using technology tools and software, including MS Office suite (Outlook, Word, Excel, PowerPoint)
• Professional discretion to handle confidential information with the highest levels of integrity
• Flexibility to adapt to changing priorities and produce error-free work in a fast-paced, deadline-focused environment
• EXCELLENT attention to detail, with a healthy amount of self-motivation to get things done correctly
• Strong interpersonal skills and the ability to work with individuals at all levels of the organization
• Strong work ethic coupled with a sense of urgency around completing tasks
• Resourceful and proactive, with the ability to complete a high volume of tasks and project independently
• A “can do” attitude and a low ego, willing to take direction and adapt

Preferred Qualifications

• Project management experience
• Technology savvy
• The desire to make improvements on existing processes

Salary: $110,000-125,000

Eligible for end of year discretionary bonus

Location: New York, NY

Travel: N/A

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, citizenship, age, marital status, medical condition (including pregnancy and related conditions), physical or mental disability, protected veteran status, and/or any other characteristic protected by law.