Executive/Administrative Assistant

Our client, an alternative investment management firm, is seeking an Executive Assistant/Administrative Assistant to support a team of senior and mid-level members of their Investor Relations team. The ideal candidate will be hardworking and proactive.

COMPANY: Alternative Investment Management Firm

POSITION: Executive Assistant/Administrative Assistant

LOCATION: New York, New York (with occasional travel to Greenwich, CT)

OFFICE REQUIREMENTS: 5 days in office  

HOURS: 9 AM – 5 PM (with flexibility to work additional hours as needed – with OT) 

SALARY: $95 – 100k base + discretionary bonus + OT + excellent benefits (lunch covered Mondays, up to 3 weeks PTO)

BACHELOR'S DEGREE: Required

Responsibilities of the Executive Assistant/Administrative Assistant:

-Manage and organize complex calendars; schedule internal and external meetings, arrange calls, resolve any scheduling conflicts

-Coordinate international and domestic travel including flights, hotel reservations, ground transportation, dining reservations; prepare detailed itineraries as needed

-Greet guests and assist with the set up and planning of meetings (including making food and beverage arrangements and post meeting clean-up) 

-Handle all incoming calls, take and deliver accurate messages 

-Complete monthly expense reports and track any follow-up that is required in a timely basis 

-Assist in the coordination and preparation of materials for meetings, including agendas, presentations, book binding 

-Input data into our CRM system, DealCloud 

-Assist with internal and external event planning as needed

-Manage contacts (add and edit contact list)

-Manage sensitive matters with a high level of confidentiality and discretion

-Manage and prioritize multiple tasks and deadlines effectively 

-Additional projects and duties as they arise

Requirements of the Executive Assistant/Administrative Assistant:

-Bachelor’s Degree 

-3-7 years of related experience working in an assistant role supporting teams

-Proficiency in Microsoft Office (Outlook, Word, Excel) and with CRM systems 

-Excellent written and verbal communication skills 

-Strong organizational skills, time-management skills and attention to detail 

-Positive attitude and “can do” approach

-Proactive and strong work ethic

-Excellent judgement and resourceful 

-Ability to function well in a high-paced and pressured environment 

-Ability to use discretion, confidentiality, and good judgment to handle professional and personal matters

-Ability to work in the office five days a week

-Open to working additional hours as needed, with overtime compensated accordingly

-Verification of identity, education, prior employment, and references may be required