What are the responsibilities and job description for the Executive Assistant position at Equinox Partners?
Position Title: Executive Assistant/Office Manager
Employment Status: Temporary
Position Summary
Equinox Partners is a traditional asset management firm located in Stamford, CT. The Executive Assistant/Office Manager is responsible for managing the President’s schedule as well as overall office operations and support of our 11 person staff. This position will work to ensure that the firm is well maintained and properly supported. This role will also assist in various departments such as accounting, human resources, and investor relations. This is a temporary role, Monday – Friday from 8:30 am – 5:00 pm.
Essential Duties and Responsibilities
The essential functions include, but are not limited to the following:
Assistant to the President
- Manage the President's calendar, including scheduling appointments and meetings
- Make, confirm and closely follow up with travel arrangements
- Serve as a point of contact for internal and external inquiries, acting as a liaison between the President and various stakeholders including his outside business interests. President serves on the board of various external organizations. High level of confidentiality must be observed.
General Office Responsibilities
- Act as the point of contact for all office vendors including but not limited to building manager, IT, telephone, storage, supplies, food, insurance, delivery carriers, etc.
- Schedule and coordinate team meetings
- Prepare meeting documents for client and board meetings, as well as marketing trips
- Keep kitchen and copy room orderly and stocked with food, drinks, and supplies
- Responsible for keeping track of inventory and ordering for the kitchen, copy room, and overall office
- Printing, faxing, filing, sorting, and mailing of various documents and packages
- Moderate team travel booking and coordination
- Track and prepare expense reports
- Telephone coverage for the main office line
- Additional ad-hoc and special projects as needed
Qualifications (Knowledge, Skills, and Abilities)
- College degree required
- At least 2 years of administrative experience, preferably in financial services
- Proficient in Microsoft Office suite (specifically Word, Excel, Outlook, and OneNote)
- Solid judgment, strong time management and organizational skills, and able to juggle multiple tasks while shifting priorities
- Well organized, self-motivated, and hard-working individual
- Develop positive working relationships with stakeholders
- Ability to handle confidential information with the utmost discretion
- Outstanding attention to detail and follow-up
- Excellent verbal and written communication skills
- Works well independently and as part of a team