Executive Assistant

Summary

The successful candidate will be a self-starter who has demonstrated the ability to function independently in a fast-paced, dynamic, and demanding environment. (S)He will be a critical source of administrative and organizational support for this area. This person will be intellectually curious, intuitive, and trustworthy and have the highest ethical standards. In addition, (s)he will be effective addressing several internal and external audiences in a mature and professional manner. This person will add value by working on several simultaneous projects with minimal supervision and exemplary follow-through.

Duties and Responsibilities

• Provide support for ~2 teams, or ~10 investment professionals
• Coordinate high volume of internal and external meetings
• Develop relationships with broker sales teams to effectively plan meetings
• Calendar planning: screen for conflicts and make sure teams are prepared for meetings (travel accommodations)
• Log meeting details in database
• Collect and organize research reports, models, and company quarterly and annual reports
• Book travel arrangements including flight, hotel and ground transportation for PMs and team
• Process expense reports for PMs and team
• Liaise with key operational areas to organize new hire training schedules and oversee onboarding
• Eventually develop basic understanding of industries (energy, industrials, financials, consumer, technology, media and telecom) to better service the teams
• Learn about the technology infrastructure of the business, investment philosophy and risk framework
• Participate in weekly business meetings with teams

Skills and Experience

• Bachelor’s degree required, 3.0 minimum GPA required
• Minimum 5 years administrative assistant experience, with some experience in financial services (supporting equities investment preferred, but not required)
• Proficiency in Microsoft Office (e.g. Excel, Word, PowerPoint and Outlook) and related software
• Strong time management skills: ability to effectively balance multiple tasks with competing priorities
• Excellent organization skills; detail oriented
• Sense of ownership for one’s work
• Proactive in following up on details, anticipating issues, and closing the loop on all requests
• Ability to exercise discretion when managing confidential information, working across multiple teams and functions
• Mature and strong inter-personal skills; able to interact professionally with peers and senior level management
• Must be teamwork oriented with ability to work independently with minimal guidance
• Adept at problem solving, with ability to be flexible; may act as a resource to other administrative staff
• Excellent English, grammar, written and verbal communication skills
• Possess a genuine desire to learn and work in an environment where there is room for growth / and increasing responsibility (short and long-term)