Executive Assistant

Duties and Responsibilities:Provide day-to-day administrative support to the senior members of the team, including scheduling, contact management, correspondence and travel bookingAdministrative TasksResponsible for calendar coordination - ensure calendar is up to date and contains all relevant informationCorrespondence on behalf of manager, drafting and editing letters/memosPhone coverage when manager is unavailable, tracking messages and follow upMaintenance of all filesResponsible for tracking expenses, creation of expense reports and coordinationManage contacts and correspondenceInitial review/sort of all mailAd hoc Support for the broad team which includes staff members in multiple locationsProvide back-up administrative assistance to other managers as requiredMeeting CoordinationSchedule, arrange and facilitate meetings (sometimes within different time zones)Ensure complete preparation for all meetings including researching and writing briefings, coordinating materials and communicating with attendeesTrack and ensure follow up from all meetings and eventsTravel CoordinationResponsible for all domestic and international travel arrangements, including flights, ground transportation, hotels, visa coordination, etcSkills & Educational Requirements:Bachelor's degree preferredA minimum of 8 years of experience as an Administrative Assistant supporting a senior manager and/or as an Executive Assistant, in a fast-paced environmentExperience working in a Front Office Finance environment of a public equities focused fund a plusExcellent organizational and time management skillsExcellent attention to detail and accuracyDiscretion and experience handling sensitive/confidential information is a mustAbility to effectively manage/coordinate simultaneous projects, and successfully prioritize multiple tasks with sound judgmentOutstanding interpersonal and communication skills, both verbal and written, and the demonstrated ability to effectively interface with colleagues and clientsAbility to work in a team environment and the ability to interact with management and business personnelResourceful, motivated, efficient, proactive and customer service orientedAbility to protect confidential and proprietary information of the company and previous experience handling sensitive/confidential information is a mustAbility to perform and adapt under pressureExperience using Apple products (iPhone, iPad, Mac laptops, etc.) and good overall computer skillsProficiency in MS Office Suite (specifically Outlook, Word, Excel, and PowerPoint)Proficiency in Concur

Created: 2025-01-14