Multi-Billion Dollar Private Equity Firm in Midtown Manhattan is seeking a new Full-Time/Permanent Executive Assistant to support 4 busy, high-level executives, including the CFO, Head of Capital Markets, and 2 Vice Presidents. Candidates must have a minimum of 5-10+ years of applicable high-level executive administrative experience ideally supporting a team (not just 1:1) within financial services (this is required; ideally mid-sized private equity firm or hedge fund) and a Bachelor’s degree is also required. Ideally looking for a “best in class athlete.” Ideal candidate should be a flexible team player, smart, extremely organized and detail-oriented, polished, friendly/personable/easy to work with, proactive, forward thinking, versatile, possess excellent communication skills (both verbal and written), and be accustomed to multi-tasking in a fast-paced, ever-changing environment. Must also have exceptional calendar management and domestic/international travel coordination skills. This is a fantastic opportunity to work at a well-regarded, highly successful Private Equity Firm with an AMAZING company culture! Only the best of the best should apply
Salary depends on experience (125-150k base) plus generous discretionary bonus eligibility (all in 150-175k+), 100% 401k match, 100% company paid medical/dental, commercial kitchen with chef (free breakfast and lunch), gym onsite with trainer, carry interest program, etc.
Hours are 9:00am-6:00pm, with flexibility to check phone on nights/weekends as needed. Rotating hybrid work schedule. (For example, in office Monday-Friday one week, and then in office Monday-Wednesday and remote Thursday/Friday the following week). Remote all of August!
Responsibilities:
Provide high-level executive administrative support to 4 busy high-level executives, including the CFO, Head of Capital Markets, and 2 Vice Presidents.
Schedule and organize extensive internal and external meetings, conference/video calls, and appointments; create agendas and prepare and distribute meeting materials; plan monthly Board meetings; manage and maintain busy and ever-changing calendars. Proactively monitor teams’ workflow and calendars and take action to resolve conflicts or improve efficiency.
Coordinate and monitor complex domestic and international travel arrangements and detailed itineraries, including flights, hotel accommodations, car services/ground transportation, dining reservations, etc.
Prepare, process, and submit expense reports in a timely manner, ensuring that deadlines are met, and policies and procedures are followed.
Act as the point of contact between executives, employees, and portfolio companies. Manage and facilitate clear and through executive internal and external communications, including screening and answering phone calls, responding to emails and inquiries, interfacing with clients, etc. Draft, type, and edit emails and correspondence.
Prepare and/or edit internal and external corporate documents and presentations using PowerPoint or similar software tools for team members and industry partners, ensuring that the finished product is error-free and consistent with established style preferences and guidelines of the Firm.
Support data collection and management required by team, including helping to maintain team files and related information and accurately updating and maintaining key databases.
Provide coverage to the other assistants as needed, evidencing seamless coordination with others and a very team-oriented style.
Collaborate and coordinate with fellow EAs.
Provide technical and facility management support. Act as the point person for vendors.
Assistant with HR related duties, including on/off-boarding new employees, scheduling interviews, etc.
Develop and sustain a level of professionalism among staff and clientele.
Assist with special/ad hoc projects, as necessary/required.
Requirements/Qualifications:
Minimum 5-10+ years of applicable high-level executive administrative experience supporting a team (not just 1:1) within financial services (REQUIRED), ideally mid-sized private equity firm or hedge fund.
Demonstrated success in an equivalent role supporting a team of senior professionals in a fast-paced, professional services business.
Bachelor’s degree is required.
Excellent interpersonal and impeccable communication skills (both verbal and written), conveying appropriate quality/quantity of information to respond to a variety of requests and activities.
High level of calm and organization necessary in a very active multitasking role.
Keen attention to detail. Excellent organizational skills with an ability to think proactively and prioritize work.
Must be highly accurate, and discreet when gathering/organizing/communicating information.
Proactively takes initiative to resolve conflicts or improve team member work efficiency.
Demonstrated ability to work effectively with limited supervision and to follow directions and established protocols.
Strong team player, and highly responsive to requests regardless of where they come from in the organization.
Skilled at building successful relationships and identifying key contacts.
Flexible, confident, approachable, and personable style.
Ability to uphold a strict level of confidentiality.
Effective at proactively, professionally, and candidly providing advice/ideas/feedback aimed at improving things.
Tech savvy. Strong computer skills, including well-developed experience using Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) to maximize effectiveness in role. Familiarity with cloud systems and communications. Able to conduct Internet research as needed.
