What are the responsibilities and job description for the Temp to Perm Executive Assistant at Boutique Investment Bank in Midtown position at BCL Search?
Our client, a growing boutique investment bank, is looking to hire a Temp to Perm Executive Assistant (who sits at the front desk) for their beautiful office in Midtown. The main responsibility of this role is to manage the NYC office and run the front desk, provide excellent hospitality to guests as well as Partners and members of the firm. Additionally, this person will be providing administrative support (calendar, travel and expenses) to Partners and be a part of many ad hoc projects. The successful candidate must be well spoken, skilled, polished, have a nothing is beneath me attitude and a very sunny and welcoming disposition. The position requires at least 3 years of administrative experience, strong skills and a college degree is preferred. This role is in office 5x a week.
RESPONSIBILITIES:
REQUIREMENTS
SALARY
$105-115K base discretionary bonus benefits
HOURS
8am-5pm or 9am-6pm
#IND1
RESPONSIBILITIES:
- General office management, including ordering supplies, handling maintenance calls, and greeting visitors;
- Heavy calendar management for senior bankers and coordination of internal and external meetings, conference calls, video conferencing, etc.;
- Execution of data capture and reporting processes;
- Interfacing with internal company personnel and external clients via telephone, email and in person interactions;
- Coordination of domestic and international travel arrangements;
- Processing expense reports and submitting to accounting for payment;
- Maintaining department files and managing the record retention process to ensure compliance with industry regulations;
- Establishing and maintaining working knowledge of company and division policies and procedures.
- Support investment bankers with transaction-related tasks, including but not limited to:
- Maintaining and updating CRM database with contact, meeting, and deal-related information;
- Preparing client invoices and following up with the accounting department;
- Preparing, printing, and binding client presentations;
- Composing letters and memoranda of a highly confidential and sensitive nature;
- Internal intake, filing, document management, and distribution of confidential client information as part of client engagement process.
- Assist with planning internal and client-related virtual and in-person events, including on-site coordination when necessary.
- Perform any other duties as assigned.
REQUIREMENTS
- Proven experience coordinating multiple projects/assignments simultaneously and completing assigned tasks accurately and on a timely basis. Must demonstrate a strong attention to detail with excellent organization skills
- Excellent verbal and written communication skills
- Ability to successfully multi-task while working independently or within a group environment
- Demonstrated experience maintaining a calm and professional demeanor when handling stressful situations as a result of heavy work volume and strict deadlines
- Computer literate in applicable software (Word, Excel, PowerPoint) with ability to learn new software
- Task-oriented and adept at multi-tasking and completing numerous short-term projects
- Strong desire for organization and an ability to maintain detailed project plans
- Enjoy working with people and possess a friendly and outgoing personality
- Degree from a 4 year college is preferred
SALARY
$105-115K base discretionary bonus benefits
HOURS
8am-5pm or 9am-6pm
#IND1
