Well-Known Leading Global Investment Firm is seeking a new Full-Time/Permanent Executive Assistant to join its Human Resources Division. Candidates must have a minimum of 7-10+ years of applicable executive administrative experience supporting a team within financial services (experience in HR is not required) and a Bachelor’s degree is strongly preferred/required. Ideal candidates should be extremely confidential, professional, polished, positive, proactive, and be able to work in a fast-paced, dynamic environment. They should be a team player and possess excellent interpersonal and communication skills (both verbal and written) and strong Microsoft Office Suite skills. This is a fantastic opportunity to join a best-in-class Firm with an excellent reputation and little to no turnover!
Salary depends on experience (110-120K base), plus paid overtime and discretionary bonus. Comprehensive Firm benefits/medical/dental/etc.
Hours are 8:30am-5:00pm, with flexibility. Hybrid work schedule (4 days in office / 1 day remote).
Responsibilities:
Monitor heavy and fluctuating calendars, a high volume of calls, emails, and flow of communication.
Compose, draft, proof, edit, and finalize correspondence, including emails and other documents.
Screen and answer all calls for Executive and handle all inquiries within capacity.
Track Executive’s meetings, as well as necessary follow up.
Review incoming mail and/or email, prioritize and summarize content, and process replies on own initiative or from Executive’s notes and directives.
Plan and coordinate monthly and weekly team meetings as requested.
Execute and manage both recurring and ad hoc projects such as database management, research requests, and maintenance of information packages.
Handle planning logistics for complex domestic and international trips using the Firm’s contracted travel agency; provide detailed itineraries, agendas, directions, and backup materials.
Prepare expense reports in a timely manner, ensuring accuracy and submitting in accordance with Firm policy.
Monitor Executive’s calendars and anticipate where problems might arise regarding calendar, meeting preparation, needs of executives involved, requests for meetings and telephone calls; communicate potential and/or confirmed changes to involved parties immediately.
Schedule and coordinate complex meetings and executive events requiring detailed logistics handling and problem solving, inform attendees of dates and time, reserve meeting space, ensure the appropriate equipment/materials are available, and coordinate hospitality services as needed; assist with various off-site meetings as requested in an upbeat and professional manner.
Liaise with portfolio organizations, investors, guests, and all personnel in a professional and courteous manner.
Act in a discreet and professional manner with others, maintaining sensitivity to the confidential nature of the Firm’s business and consistently upholding such confidences.
Act as a team player, including taking on additional tasks to support colleagues and the Firm.
Assist guests with general office support and reservations (travel, dinner and local transportation, etc.).
Requirements/Qualifications:
Minimum 7-10+ years of applicable executive administrative experience supporting a team within financial services (experience in HR is not required).
Bachelor’s degree strongly preferred/required.
Ability to manage highly sensitive, confidential information with complete discretion.
Demonstrates good judgement; skilled at developing and maintaining relationships representing the Firmin a professionalmanner.
Ability to manage a high volume of work and prioritize tasks and projects according to what is most time-sensitive.
Strong attention to detail.
Sense of urgency; ability to work in a fast-paced, dynamic environment and maintain a flexible attitude when responding to changes.
Self-motivated; proactively identify areas for improvement to better streamline team workflow; can think “outside of the box.”
Excellent verbal and written communication skills; presents ideas clearly andconcisely.Communicates openly and effectively with team; ability to facilitate multi-directional information flow.
Team player who can work collaboratively and/or make decisions quickly and independently as needed.
Abilitytoperformgeneralofficeduties,includingopeningmail,printingcollatingmaterials,photocopying, faxing,andmailing materials.
Capable of working in a way that reflects the Firm’s core values and principles.
Technically proficient; Advanced computer skills using Microsoft Office Suite: Word, Excel, PowerPoint, and Outlook; able to quickly and accurately produce/edit spreadsheets and presentations.
