Executive Assistant

This role is a hybrid work opportunity requiring a commute of 2x a week to our New York office, please ensure you can meet this requirement prior to submitting your application.

Summary

The Executive Assistant is responsible for providing executive level support to the Multi-Asset Solutions (MAST) and Product teams. The Executive Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the MAST and Product Teams. The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a balance among multiple priorities while meeting deadlines. The Executive Assistant must learn to anticipate the needs of senior members of the department, develop and foster positive relationships with all team members, manage multiple assignments effectively, manage confidential information professionally, exhibit a high degree of trustworthiness, work autonomously and take direction, show strong initiative, and demonstrate excellent follow through and attention to detail. The Executive Assistant must be a team player, exhibit strong interpersonal skills, and be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.

Key Responsibilities

Multi-Asset Solutions Team Support

• Invoicing
• Expense Reports
• Budgeting assistance
• Quarterly Investment Symposiums
• Coordinate materials, calendar invites, guest speakers
• Day of coordination in person at NYC office: record/present materials/allow guests into the meeting, catering coordination
• Administrative duties
• Facilitate DocuSign and reminders on compliance deadlines
• Calendar management
• Assist in calendar interview scheduling coordination
• SharePoint coordination
• Travel coordination: car service, train, flight, hotel
• Holiday Party planning and coordination
• Team dinner coordination/ planning – reservations, etc.
  

Product Team Support

• Invoicing
• Expense Reports
• Budgeting assistance
• Calendar management
• Travel time/ other conveniences
• Offsite coordination
• Facilitate payments for meeting spaces
• Catering coordination
• Schedule travel - flight, trains, hotels, car service
• Administrative Duties
• Facilitate DocuSign and reminders on compliance deadlines
• Assist in calendar interview scheduling coordination
  

NYC Office Management

• Input rent and other payments due from service requests and upgrades
• Create new users for Wi-Fi and office access (badges)
• Office liaison – communicate fire drills/ other office and building notices to NY employees
• Facilitate water delivery, follow up on kitchen supplies and office cleanliness
• Set up desks with IT equipment
• Responsible for processing invoices, travel & expense and ordering office supplies
• Responsible for daily support including distributing department mail, faxing, copying, filing, catering arrangements, etc.
• Attend meetings for minute-taking; assist with meeting prep by putting together PowerPoint presentations
• Schedule and coordinate meetings, conference calls, and other executive events- specifically Quarterly Investment Symposium; inform attendees of function dates and times, reserve meeting space and provide the appropriate equipment/materials and hospitality services as needed in these meetings
• Compile, assemble and disseminate information required for all meetings or conference calls prior to the meeting
• Quarterly Investment Symposium planning- external speaker arrangements, technology coordination to support the meeting, agenda production, and catering/meals associated with the event
• Participate in intra-departmental and cross-company projects as necessary
  
  

Key Behavioral Expectations

• Agility & Adaptability
• Communication & Engagement
• Creates Culture of Collaboration
  
  

Minimum Qualifications

• Seven or more years of experience supporting senior executives, preferably in a financial services firm
• Bachelor’s Degree preferred
• Committed to maintaining the highest ethical standards
• New York based
  
  

Knowledge, Skills & Abilities Required

The ideal candidate will have exceptional experience supporting executive positions with the ability to quickly assess a situation and exercise sound business judgment and will possess the following attributes:

• High sense of responsibility, trustworthiness, and a strong work ethic
• Excellent interpersonal and communications skills, both written and verbal; must be able to interact with senior business professionals with tact, courtesy, and professionalism, using a high level of verbal skills and listening skills
• Organized, self-starter with a positive, poised, polished, can-do attitude and the ability to follow through and complete tasks in a team environment
• Ability to work independently and with other team members under pressure and prioritize competing tasks that require the highest level of attention to detail and accuracy
• Experience dealing with sensitive, highly confidential matters, which require the highest degree of diplomacy, confidentiality and discretion in communicating information
• Highly proficient with software applications including Microsoft Windows, MSWord, Outlook, SharePoint, PowerPoint, Teams and Excel, and Adobe Acrobat
• Experience with data visualization tools such as Visio, LucidChart, Creatly, Coggle
• Ability to shift focus dependent upon the needs of each department
  
  

Salary Range: $75,000 - $82,000 plus bonus eligibility