Our client, a based private investment management firm, is looking for an Executive Assistant to support two or more Senior Managing Directors/Analysts on the investment team. The Executive Assistant will serve as the primary point of contact for internal and external constituencies on all matters pertaining to the Analyst(s). The Executive Assistant must be able to work under pressure at all times and handle a wide variety of activities and confidential matters with discretion.
Job Details:
COMPANY: Private Investment Management Firm
POSITION: Executive Assistant
LOCATION: Greenwich, CT or NYC
HOURS: 8.30am-5.30pm with LIGHT OT as needed
COMPENSATION: 110k-135k ALL IN (DOE) plus bonus eligible, plus great benefits
SCHEDULE: 4 days a week in the office, Friday WFH.
Summer schedule: 3 days a week in the office, 2n days a week WFH
BACHELOR'S DEGREE: Preferred, but not required
Responsibilities: • Provide senior level executive administrative support • Act as a "gatekeeper" for Analyst(s) by planning, coordinating and ensuring their schedule is followed and respected • Complete a broad variety of administrative tasks including: manage extremely active calendar; complete expense reports; arrange complex and detailed travel plans, itineraries, and agendas including submitting documents for visa applications; and compile documents for travel-related meetings • Liaise with brokers to discuss and obtain models/research, compose and prepare correspondence that is sometimes confidential, and arrange calls and company meetings on behalf of Analyst(s) • Adhere to business travel and expense policies • Research, prioritize, and follow up on incoming issues and concerns, and determine appropriate course of action, referral, or response • Prepare Analyst PowerPoint presentation(s) for annual investor meeting • Work closely and effectively with Analyst(s) to keep them informed of upcoming commitments and responsibilities, following up appropriately • Handle weekly submission of broker commissions • Liaise with other administrative staff to coordinate administrative, travel and meeting requirements for analysts traveling together • Maintain stock interest lists on various websites and databases for Analyst • Handle meeting and conference room calendar coordination • Prioritize conflicting needs; handle matters expeditiously, proactively and follow-through on projects to successful completion • Provide back up support to other Executive Assistants as needed
Requirements: • Minimum of 5+ years of senior administrative support experience • Financial services industry experience a plus • Excellent computer skills (proficient in PowerPoint, Excel, Word and Outlook) • Knowledge of CapIQ, Topia, Notion, Verity RMS a plus Strong knowledge of and experience with Concur • Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail • Adaptable to various competing demands while maintaining a high level of client service and response • Reliable and flexible • Highly professional with exceptional written and verbal communication skills • Strategic thinker with initiative who proactively seeks out internal resources and proposes solutions • Must possess a team-focused attitude with a demonstrated interest and ability to work collaboratively with others, with the ability to also be extremely effective independently • Bachelor's degree a plus • Ability to exercise sound judgment and discretion • Prioritization of workload and ability to manage one's own schedule a key requirement • Demonstrated ability to achieve high performance goals and meets deadlines in a fast-paced environment