Title: Executive Assistant
Summary
We are seeking a proactive and independent individual to provide essential administrative and organizational support in a fast-paced and demanding setting. This role requires effective collaboration with corporate access specialists and other team assistants. The ideal candidate will be intellectually curious, intuitive, detail-oriented, and adhere to the highest ethical standards. They should be adept at managing interactions with various internal and external stakeholders professionally and maturely. The candidate will be expected to handle multiple projects simultaneously with excellent follow-through.
Duties and Responsibilities
- Coordinate a high volume of internal and external meetings.
- Build relationships with broker sales teams and Investor Relations to effectively schedule meetings and calls.
- Manage calendar planning, including conflict resolution and coordination of travel accommodations for meetings.
- Record corporate access and broker interactions in the database.
- Arrange travel plans, including flights, hotels, and ground transportation for the team.
- Process expense reports for the team.
- Develop a basic understanding of the covered sector.
- Attend and contribute to weekly team meetings.
- Provide executive assistance and occasionally address personal requests from the portfolio manager.
Requirements
- Bachelor’s degree required.
- 3-5 years of administrative assistant experience, preferably in financial services (preferred but not mandatory).
- Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint, and Outlook) and related software.
- Strong time management skills with the ability to handle multiple tasks and priorities effectively.
- Excellent organizational skills with keen attention to detail.
- A sense of ownership and proactive approach to following up on details, anticipating issues, and completing requests.
- Ability to manage confidential information with discretion, working across various teams and functions.
- Mature interpersonal skills, with the ability to interact professionally with peers and senior management.
- Team-oriented with the capability to work independently.
- Strong problem-solving skills and flexibility; able to serve as a resource to other administrative staff.
- Excellent grammar, written, and verbal communication skills.
- A genuine desire to learn and grow in an environment offering opportunities for both short-term and long-term advancement.
In accordance with the New York State Pay Transparency Law, the pay range for this position is $34-50/hour.
