A well-known billion dollar Global Asset Management Firm in Midtown Manhattan is seeking a new Full-Time / Permanent Executive Assistant to support the Head of Investor Relations and other members of the team. Candidates must have a minimum of 5-7+ years of high-level administrative support experience working in financial services (private equity, hedge fund, asset management firm, etc.) and a Bachelor’s degree is required. Ideal candidates should be discrete, proactive, positive, flexible, detailed, organized, responsive, team-oriented, collaborative, accustomed to working in a fast-paced environment, and possess excellent interpersonal and communication skills (both verbal and written). The Executive is fantastic, and the company is incredible, fostering a culture of excellence and collaboration.
- Salary depends on experience (105-120k base), plus BUILT-IN paid overtime (approx. 18-20k) and approx. 20-25k discretionary bonus eligibility (ALL IN 140-165k). Full medical benefits and amazing perks!
- Hours are 9:00am-6:00pm, with flexibility to work overtime as needed. Hybrid work schedule (4 days in office / 1 day remote).
Responsibilities:
- Provide high-level executive administrative support to the Head of Investor Relations and other members of the team.
- Schedule and organize meetings, conferences, and off-sites, including all related logistics/materials; proactively address conflicts and exercise strong judgment based on priorities, seeking guidance as needed; manage and maintain busy and ever-changing calendars.
- Coordinate weekly IR Team meetings. Prepare/print materials for meetings; track and confirm attendance.
- Coordinate complex domestic and international travel arrangements and detailed itineraries, including roadshows with senior leaders; obtain necessary travel documents and coordinate visas.
- Allocate and process expenses for professionals, including American Express and Out of Pocket expenses using the Concur expense management system by published deadlines.
- Prepare agendas and compose letters, memos, and routine correspondence. Edit for accuracy and clarity of final copy; proofread for spelling, grammar, format, and consistency and make the appropriate changes.
- Plan off-site team events, including all related logistics, budgeting, and expense processing.
- Screen and answer a large volume of incoming calls and greet guests in a professional and courteous manner.
- Establish, develop, maintain, and update e-filing system.
- Process and code invoices; identify and implement process improvements.
- Coordinate closely with team and other assistants to provide phone coverage and back up assistance.
- Handle recruitment coordination and logistics for new employees for the team in partnership with Human Capital; assist with onboarding new team members.
- Schedule onboarding meetings for new team members and help them get acclimated.
- Use US Mail, FedEx, and other services to send and track priority mail.
- Perform other related general administrative tasks as assigned and required.
- Be available to check and respond to occasional after-hours correspondence.
Required Qualifications:
- Minimum 5-7+ years of applicable high-level executive administrative support experience working in financial services (required) – i.e., private equity, hedge fund, asset management firm, etc.
- Bachelor’s Degree required.
- Ability to thrive in a fast-paced and rigorous work environment; demonstrated ability to prioritize competing demands and meet deadlines.
- High level of discretion required.
- Strong initiative and ownership of responsibilities. Must demonstrate a proactive, positive attitude towards given tasks, plan ahead for potential issues, and take appropriate action.
- Strong attention to detail, responsiveness, and follow-through on open items.
- Exemplary interpersonal skills necessary to handle sensitive and confidential situations. Role continually requires demonstrated poise, tact, and diplomacy.
- Superb written and verbal communication skills. Strong attention to detail when composing and proofing materials required.
- Experience supporting a group of executives in a corporate environment highly preferred.
- Team-oriented and a collaborative attitude is a must.
- Extensive knowledge of Microsoft Outlook and proficiency in Excel, Word, and PowerPoint.
- Working knowledge of office administrative procedures and operating standard office equipment.
If you meet the required qualifications and are interested in this role, please apply today.
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