Executive Assistant

Our client, a prestigious PE firm is seeking a talented and highly motivated EA to provide executive support to senior members of the New York-based Real Estate Equity team, including (1) Partner and (3) Managing Directors.  The Executive Assistant will work seamlessly alongside the current administrative team of two (2), collectively supporting the broader team’s initiatives and objectives. 

Company: Private Equity

Position: Executive Assistant

Location: New York, NY (midtown) (in office 5 days)

Salary: 145-165K range DOE + benefits +bonus

General Office Hours:  10:00 a.m. to 7:00 p.m., flexibility required

Degree; Preferred

Role & Responsibilities

• Always represent the professionals in a professional manner and maintain appropriate protocols to protect their privacy to secure all confidential information
• Daily organization: Keep professionals on track and organized on a daily basis; provide real-time updates and maintain communication throughout the day
• Calendar management: Maximize the professionals’ time by maintaining, managing and monitoring professionals’ calendar across multiple time zones; includes arranging, confirming, rescheduling, and following up on business appointments; track all pertinent information needed for meetings
• Meeting coordination: Coordinate internal and external meetings; work with Reception and Facilities teams to arrange for catering, register guests, and coordinate IT resources (audio and video)
• Travel coordination: Schedule all travel and transportation for professionals through company travel agency, including air, ground, train, lodging,  etc.
• Expense reporting: Complete monthly expense processing for all professionals
• Phones: Act as main point of contact for clients; screen and answer calls as needed
• Contact lists: Maintain/input all contacts
• Personal (limited): Manage personal needs as requested, including external organization commitments, personal travel plans, dining reservations, etc.
• Back-up responsibilities: Perform back-up responsibilities for other executive assistants for vacation time and absences
• Additional Real Estate Equity Team Responsibilities, as needed:
• Maintain deal tracking software and pipeline management
• Conduct online research on potential investment partners, potential clients, various activities and events, travel destinations, guest lists, etc.
• Prepare Microsoft Word, PowerPoint, and Excel documents promptly and accurately
• Work with existing Executive Assistant in coordinating teamwide meetings and events, document management, ad hoc projects, etc.

 
Requirements:

• At least 10 years of experience in an Administrative/Professional support function; preferably a minimum of 3 years’ experience supporting a C-suite executive.
• Strong understanding of the processes, policies, and procedures required to support a professional in the financial services industry preferred; real estate background not required.
• Proficient PC skills required (MS Office: Excel, Word, PowerPoint, and Outlook); experience working in Concur Expense preferred
• Bachelor’s degree required