Executive Assistant- Financial services exp- hybrid - Unlimited Growth Potential

NOTICE- Any pay ranges displayed are estimations. Actual pay is determined by an applicant's experience, technical expertise, and other qualifications as listed in the job description. All qualified applicants are welcome to apply.

Keys to the Position:

·The team is ideally seeking an Executive Assistant with at least 3 years of experience. The team is not looking for recent graduates or very junior candidates at this time.

·Strong Outlook and calendar management skills are required for this role. Direct calendar support experience (managing someone else's calendar) is also required. Candidates who have supported multiple individuals in a busy, fast paced environment would be viewed favorably.

·Polished, professional, and articulate. This person will be working with high level individuals and will need to communicate effectively.

Candidates must be US Citizens or have a Green Card.

This role will follow hybrid schedule of 3 days/week working in-office,2 days/week working from home. Local travel may be required for deliveries, pick-ups, etc. Typical work schedule is 8:00 am – 5:00 pm with flexibility and overtime as necessary; although this position is not “on call”, occasional off-hours support for urgent matters may be required.

Qualifications:

·Minimum of 5 years’ experience within an administrative role in a professional services organization

·Experience in the investment management/financial services industry will be viewed favorably

·Exposure to global contexts, whether professionally and/or personally, will be viewed favorably

·Advanced proficiency in MS Office with an ability and desire to learn new technologies to drive efficiencies

·Demonstrated strong detail orientation, diligence and overall high work quality

·Excellent organizational, multi-tasking and prioritization abilities

·Proactive problem-solving skills and an anticipatory mindset

·High level of reliability, professionalism and discretion

·Ability to work under deadlines and to accommodate last-minutes changes

·A strong service orientation, remains calm under pressure and has a positive, can-do attitude with a sense of humor

·Outstanding interpersonal and communication skills, both verbal and written

·Typical work schedule is 8:00 am – 5:00 pm with flexibility and overtime as necessary; although this position is not “on call”, occasional off-hours support for urgent matters may be required

·The firm’s current hybrid working policy is minimum 3 days per week in office

Responsibilities:

He/she will manage the overall daily support needs of the team, including but not limited to:

·Complex and proactive calendar management of both professional and personal commitments

·Coordinate logistics for internal and external meetings or events

·Schedule domestic and international travel arrangements

·Diligent and effective gatekeeping, triage, and prioritization via phone, email, etc.

·Develop and maintain strong collaborative relationships with multiple internal and external constituencies

·Manage daily mail, filing systems, contact lists, etc.

·Expense tracking and reporting

·Maintain various types of personal and confidential information

·Detailed materials preparation in Word, Excel, PowerPoint, OneNote and other internal systems

·Local travel may be required for deliveries, pick-ups, etc.

·Provide cross-coverage and back-up support to other Administrative/Executive Assistants in other offices

·Assist with ad hoc projects and other work as required

Office coordination responsibilities:

·Acting as key local contact for the office and being the first point of contact for external vendors

·Manage internal visitor process

·Maintain relationships with building management, brokers and other relevant external suppliers and vendors

·General office maintenance tasks including supply orders, invoicing, and external vendor management

·Business management tasks: assist with management of departmental budgets, serve as Business Continuity Planning (BCP)contact, coordinate with Real Estate & Facility teams,

·Proactively communicate general office updates and any emergency & BCP information to employees

·Work with the technology support team to ensure that all video conferencing and end user technology run smoothly

·Strong project management skills are required for maintenance and improvement to the existing office space

·Working closely with relevant internal Finance& Administration teams to ensure operational excellence, including but not limited to:

o Real Estate planning, renovation and workplace logistics

o Treasury/ Accounts Payable responsibilities include local support for maintaining corporate bank accounts, facilitating payments, review & monitor invoices, and dispute resolution if necessary