Executive Administrative Assistant - Chief Accounting Officer (HYBRID)

About the Role

At Equitable, we help clients secure their financial well-being so they can pursue long and fulfilling lives - a mission we've honed since 1859.

Equitable is looking for an Executive Administrative Assistant to support the Chief Accounting Officer (CAO) and Finance Leadership. This team member will provide high-level administrative, operational, and project management support. Including close collaboration with the CAO's Chief of Staff. This role requires exceptional organizational skills, sound judgment, attention to detail, and the ability to operate in a fast ‑ paced, deadline ‑ driven environment.

What You'll Be Doing

Executive Support & Office Management:

• Maintain complex executive calendars; anticipate conflicts and prioritize competing demands.
  
• Prepare agendas, briefings, summaries, and confidential correspondence.
  
• Composes correspondence and documents of highly confidential nature, edits and formats board papers.
  
• Manage travel, expense reports, onboarding/offboarding, and ServiceNow requests.
  

Project Management:

• Act as a project manager for special projects, which may include: planning and coordinating multiple presentations and disseminating information.
  
• Assists with business planning and initiative implementation.
  
• Ability to facilitate meetings and communicate results to project teams and management.
  

Financial Close Meeting Coordination:

• Schedule and manage quarterly close meetings.
  
• Coordinate conference rooms, materials distribution, and follow ‑ ups.
  

Procurement, Invoices & Budget Tracking:

• Create and manage POs; reconcile invoices; track expenses.
  
• Manage onboarding/offboarding of new consultants; order laptops and coordinate access.
  

Document & Board Materials Management:

• Prepare, edit, and format board papers and executive documents.
  
• Draft executive communications and business review materials.
  

E vent Planning & Operations:

• Plan corporate events, executive offsites, trainings, and celebrations.
  
• Manage logistics, catering, and headcount.
  

Records Management:

• Monitor off ‑ site storage; identify records for destruction.
  
• Support retention compliance and documentation.
  
• Quarterly Management Questionnaire (QMQ)
  
• Maintain QMQ distribution lists.
  
• Load into DocuSign and archive to SharePoint.
  

This position offers a hybrid work schedule, with an on-site presence of 2-3 days per week combining flexibility with team collaboration.

The base salary range for this position is $70,000 - $104,000. Actual base salaries vary based on skills, experience, and geographical location. In addition to base pay, Equitable provides compensation to reward performance with base salary increases, spot bonuses, and short-term incentive compensation opportunities. Eligibility for these programs depends on level and functional area of responsibility.

For eligible employees, Equitable provides a full range of benefits. This includes medical, dental, vision, a 401(k) plan, and paid time off. For detailed descriptions of these benefits, please reference the link below.

Equitable Pay and Benefits: Equitable Total Rewards Program
What You Will Bring

Required Qualifications:

• Associates Degree or equivalent
  
• 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.
  

Preferred Qualifications:

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

Skills

Accuracy and Attention to Detail: Understanding the necessity and value of accuracy; ability to complete tasks with high levels of precision.

Interpersonal Relationships: Knowledge of the techniques and the ability to work with a variety of individuals and groups in a constructive and collaborative manner.

Managing Multiple Priorities: Knowledge of effective self-management practices; ability to manage multiple concurrent objectives, projects, groups, or activities, making effective judgments as to prioritizing and time allocation.

Office Administration: Knowled