Executive Assistant

Our client, a private equity firm located close to grand central/ midtown NYC is hiring an Executive Assistant. This role will provide critical logistical and organizational support to the Capital Formation team (the number and seniority of people you support may shift over time).  This role engages with all parts of the firm and the investor base, so this individual must be a strong communicator who is collaborative, polished, and poised. The EA role is exciting as well as challenging, and directly impacts the company’s success and reputation.  Each Executive Assistant improves the effectiveness of the individual/team they support as well as the firm overall through utilizing judgment, discretion, initiative, independent problem-solving, organizational skill, and communicating ability.

Job details:

COMPANY: Investment Advisory Firm

POSITION: Executive Assistant

LOCATION: New York, NY

HOURS: 9am - 5pm (overtime eligible)

IN OFFICE: In general, 4 days in office / 1 day remote with potential for 3/2 depending on executive travel schedules

COMPENSATION: $100-140k base + paid OT + discretionary bonus + lunch + benefits

BACHELOR'S DEGREE: Preferred

 

Responsibilities of the Executive Assistant:

-This role will require the ability to work in a fast-paced, dynamic environment while multitasking, project managing, and demonstrating forward thinking

-Support aspects of the fundraising process including but not limited to scheduling meetings with various groups in the firm, meeting tracking, contact management and related reporting in the firm’s CRM (Salesforce), event planning and coordination

-Update and maintain calendars for the individual(s) they support, including management of calendar conflicts and calibration

-Schedule and coordinate meetings, coordinating between multiple internal and external stakeholders and calendars in different time zones, including organizing group meetings, setting up conference rooms, ordering food and beverages as appropriate, welcoming guests and cleaning up conference room after meetings

-Prepare/coordinate all materials for meetings & events, including pitchbooks, presentations, agendas, name tags, etc.

-General administrative duties including global travel management, handling confidential information with discretion and timely expense management.

-Meeting planning, preparation, and oversight

-Plan, coordinate and ensure schedules are followed and respected

-Foresee, research, and address potential issues; able to see around corners

-Prioritize conflicting needs; handle matters expeditiously, proactively, and follow-through on projects to successful completion, often with deadline pressures

-Support administrative infrastructure across the group (team meetings, team calendars

-Assist with annual general meeting and other ad hoc event planning and execution

-Take ownership of and manage several databases, platforms, and systems (including Concur and Salesforce)

-Provide coverage for other EAs on the team as requested

-Special Projects as needed

 

Requirements of the Executive Assistant:

-Bachelor’s degree required

-Minimum of 8 years of relevant administrative experience required (financial industry background preferred)

-Prior experience in executive administration work and/or event planning; knowledge of Investor Relations preferred

-Excellent planning, project-management, and organizational skills; ability to prioritize tasks and meet critical deadlines; ability to anticipate and solve logistical problems.

-Strong organizational skills: ability to set and achieve priorities while working with multiple team members, several moving pieces at a time, and frequent status changes

-Self-motivated and able to work both independently and in close collaboration with others to solve practical problems and deliver results

-Strong attention to detail

-Partnering, rapport-building, and relationship management skills

-Demonstrated integrity, discretion and professionalism

-Initiative to seek learning opportunities and take on new tasks/responsibilities

-Demonstrated ability to take initiative, anticipate needs of individuals they cover, and exercise independent, sound judgment

-Ability to thrive in a fast-paced, high-volume environment and execute against multiple projects, deliverables and deadlines

-Outstanding written and verbal communication skills

-Curious and creative thinker with a collaborative, can-do attitude

-Power user of Microsoft Office suite, especially Outlook

-Experience with Salesforce, Concur, Zoom, and Box a plus

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