Executive/Administrative Assistant

Our client, a global Alternatives Investment Firm, is in search of a proactive team player to join their team as an Administrative / Executive Assistant. The ideal candidate will be flexible, professional, and detail oriented.

COMPANY: Global Alternatives Investment Firm

POSITION:  Executive / Administrative Assistant

LOCATION: New York, NY (Soho)

HOURS: 8am-6pm

OFFICE REQUIREMENTS: 4 days in office/1-day WFH (Friday)

COMPENSATION: $100k - $150k base + benefits & bonus

BACHELOR'S DEGREE: Preferred

Responsibilities of the Executive / Administrative Assistant:

-Manage and schedule internal and external meetings for executives and/or teams, ensuring all participants are available and aware of the meeting details. This includes booking meeting rooms, sending invitations, and ensuring that all logistics are in place for in-person or virtual meetings

-Book and arrange travel for executives and/or team members, including flights, accommodations, ground transportation. This may also include managing any necessary documentation such as visas or travel insurance, and expense reports following

-Prepare relevant materials or documents for meetings, such as agendas or presentations, and follow up after meetings with action items, meeting minutes, notes, or reminders

-Responsible for coordinating breakfast/lunch meetings, after-work dinner events and making reservations

-Manage lunch orders for executives and/or teams when they are in the office

-Prioritize and manage executives' time effectively by preventing scheduling conflicts, reminding them of upcoming events, and adjusting appointments as necessary

-Serve as the first point of contact for incoming calls. Screen and direct inquiries to the appropriate person or department while maintaining a professional and courteous demeanor

-Demonstrates a team-player attitude with the administrative team by providing back-up phone coverage daily, backing-up executive/team support during time-off, and handling tasks to support the broader organization as needed

-Assist with the maintenance of office supplies and equipment, coordinating repairs or replacements. Liaise with vendors, contractors, and service providers

-Help oversee cleanliness, organization, and overall office presentation

-Back up and assist with the greeting and directing of visitors in a professional, friendly manner, answer, screen, and route phone calls

-Assist with incoming and outgoing mail and deliveries

Requirements of the Executive / Administrative:

-Excellent attention to detail, communication skills, and outcome focus are a must

-Bachelor’s degree preferred

-3+ years of experience in a relevant capacity within the financial services industry

-Strong sense of judgement

-Exhibit high standards of professional excellence and discretion

-Very proactive and thorough approach

-Detail-oriented, organized, and quick-witted

-Ability and willingness to take initiative

-Ability to interact with a wide variety of people

-Exceedingly flexible and able to prioritize in fast-paced/high-pressure environment

-Demonstrated proactive approaches to problem-solving with strong decision-making capacity

-Verification of identity, education, prior employment, and references may be required