Executive Administrative Assistant to Chief Accounting Officer

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.

Event 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: Knowledge of office administration activities; ability to carry out ongoing office administration tasks effectively and efficiently in support of local and remote teams.
• Problem Solving: Knowledge of approaches, tools, techniques for recognizing, anticipating, and resolving organizational, operational or process problems; ability to apply knowledge of problem solving appropriately to diverse situations.

About Equitable

At Equitable, we’re a team committed to helping our clients secure their financial well-being so that they can pursue long and fulfilling lives. We turn challenges into opportunities by thinking, working, and leading differently – where everyone is a leader. We encourage every employee to leverage their unique talents to become a force for good at Equitable and in their local communities. We are continuously investing in our people by offering growth, internal mobility, comprehensive compensation and benefits to support overall well-being, flexibility, and a culture of collaboration and teamwork. We are looking for talented, dedicated, purposeful people who want to make an impact. Join Equitable and pursue a career with purpose. Careers at Equitable to learn more. 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. NOTE: Equitable participates in the E-Verify program. If reasonable accommodation is needed to participate in the job application or interview process or to perform the essential job functions of this position, please contact Human Resources at (212) 314-2211 or email us at TalentAcquisition@equitable.com. Primary Location UNITED STATES-NY-New York Organization Equitable Schedule Full-time