Billion-Dollar Global Investment Firm in Midtown Manhattan is seeking a new Full-Time/Permanent Executive Assistant to primarily support two senior members of the Investor Relations Team, including the Global Head of Client Business and one Principal, with additional support for others as needed. Candidates must have a minimum of 7-10+ years of applicable senior-level/C-level EA experience (with strong tenure – NO jumpy resumes!), ideally within the finance industry, a Bachelor’s degree is strongly preferred/required, and experience with CRM database management (ideally DealCloud, but they are switching to Salesforce) is required. Experience with roadshows a plus and need to have strong Excel skills as this person will be assisting with Excel-related projects. This is a fantastic role open due to internal promotion! And definitely a BIG job – not for someone junior with a few years under their belt as this person needs to really know what supporting senior-level/C-level executives entails and should be accustomed to heavy scheduling/calendar management and complex international/domestic travel coordination (private aviation experience a plus) in fast-paced, ever-changing environments. Ideal candidates should be extremely polished and professional, even-keeled, calm under pressure, proactive, and possess excellent communication skills (both verbal and written) as they will be interacting with all levels. Only the best of the best should apply!
Salary depends on experience (110-150k base), plus paid overtime, and discretionary bonus eligibility (up to 20%).
Comprehensive medical/dental/vision benefits (great plan!), 401k match (up to 6%), $300/month towards commuter costs, 15 vacation days, 7 sick days, 2 personal days, 11-12 paid holidays, the office is closed for a week in August and a week in December, etc.
Hours are 9:00am-6:00pm, with flexibility as needed (the executives are super busy and travel a ton internationally, so this person must be comfortable and willing to work outside of standard business hours to address urgent or time-sensitive matters). 5 days/week in office.
Responsibilities:
Provide primary executive administrative support to two senior members of the Investor Relations team including one Partner and one principal, with the potential for expanded coverage as needed.
Proactively maintain calendar, and tasks (primarily done through Microsoft Office); schedule and coordinate internal and external meetings and events, including tracking attendance, registering and greeting guests, ordering, setting up, and taking down catering in meeting rooms, etc.
Coordinate complex and ever-changing domestic and international travel arrangements, which include flights (commercial and private), hotel reservations, car service, internal and client meetings, and events, etc. This also includes checking managers into flights, tracking flights (and weather), and troubleshooting travel problems, if they arise, including after hours or on weekends, as needed.
Book conference rooms, lunch/dinner reservations, plan team events, and assist with team conferences.
Support the planning and execution for investor-facing and non-investor facing events, meetings, trainings, and conferences.
Manage the invitation process for investor meetings, including creating invite lists, tracking RSVPs, and ensuring appropriate follow-up.
Coordinate meeting logistics, including venue setup, virtual meeting platforms, and necessary documentation.
Track and provide coverage for all relevant global conferences, ensuring appropriate participation from the Executive Office and investor relations team.
Assist in managing executive attendance at key events and preparing relevant materials.
Review, edit, and complete expense reimbursement reports monthly (which can involve appropriate foreign currency conversions) primarily using Concur; work with AP for timely payments and track reimbursements.
Perform general administrative and office tasks, including, but not limited to, preparing correspondence, organizing files, handling data entry, maintaining contact lists and processing documents, archiving, preparing, and printing pre-meeting materials for review, etc.
Provide general administrative and office support as requested, moderate copying/filing/faxes, etc.
Prepare, print, and, where necessary, ship presentation materials to ensure such materials are available for team onsite and during travel.
Collaborate with IT (in a remote office) to ensure audio/visual components are set up and functional in advance of meetings.
Order supplies for the office and retrieve guests/deliveries from office reception.
Assist with special projects as needed; proactively anticipate work assignments whenever possible.
Maintain confidentiality of all sensitive and confidential issues.
Build strong professional relationships with colleagues in all company offices worldwide.
Requirements/Qualifications:
Minimum 7-10+ years of applicable senior-level/C-level EA support experience in a professional, corporate environment, ideally financial services.
Bachelor’s degree strongly preferred.
Excellent Microsoft Office Skills (including Outlook, Word, PowerPoint, and Excel).
CRM database experience is required (DealCloud or Salesforce preferred).
Roadshow experience is a plus.
Willing to work in the NY office five days each week.
Highly organized, proactive mindset, and willingness to go the extra mile.
Ability to prioritize effectively and juggle multiple urgent tasks.
Works well under pressure (with deadlines).
Ability to work independently with minimal supervision and strong follow-through skills.
Excellent written and verbal communication skills.
Strong attention to detail.
Collaborative/teamwork and positive attitude a must.