Lead Administrative Assistant

Job Purpose

The Lead Administrative Assistant plays a crucial role in supporting two senior leaders. This position involves taking charge of organizing both local and global meetings. The role includes daily collaboration with the Business Unit (BU) Leader and support for various Department Heads. Responsibilities encompass managing logistics, addressing issues, and adapting to changes in day-to-day activities. Additionally, the assistant may oversee the coordination of multiple events and meetings across different BUs or departments, handling scheduling, logistical adjustments, and daily challenges as they arise.

Principle Responsibilities

• Act as a resource for assisting senior leadership on creating PowerPoint presentations for BU or Department leadership – coordinate meetings/agendas between US and Non-US teams.
• Weekly planning sessions with Senior Leaders to ensure their calendars provide time for effective/productive meetings, forward thinking discussions, travel or conference participation and agenda planning.
• Work with the AV (Audio/Visual) team for all events (Internal or Vendors) to ensure meeting runs smoothly.
• Work creatively and collaboratively across all departments to help improve the management of meeting process, including meeting feedback and logistics set-up.
• Prepare and distribute various department specific reports, including status reports as needed.
• Assist in completing the on-boarding process for all new hires or transfers for department, including ordering equipment.
• Process expenses for Department leaders, understanding guidelines to ensure compliance.
  
  

Qualifications

• Bachelor's degree with 4-6+ years of experience within a support role or equivalent working experience supporting operations within an Investment Management firm.
• Ability to manage schedules for two senior leaders handing meetings, calls and conflicts
• Strong project management skills and ability to multi-task.
• Must possess strong written and oral communication abilities, with ability to interact with cross-functional teams. Able to work with people of diverse backgrounds and levels.
• Be a detail-oriented problem-solver, able to employ time management skills, and can work effectively both independently and as a team player.
• Ability to effectively manage multiple assignments simultaneously including flexibility to change priorities as needed. Self-motivated with the ability to adapt to change and competing demands.
• Demonstrated fluency with Microsoft Office applications including PowerPoint.