Executive Assistant

Our client, a boutique investment firm in Midtown, is looking for an Executive Assistant to provide high-level support to a Partner. The ideal candidate will be highly organized, able to multitask, be a “thought partner / thinker type” and have exceptional attention to detail. 

COMPANY: Investment Firm

POSITION: Executive Assistant

LOCATION: New York, NY 

HOURS: 8:30 am – 5:30 pm  

OFFICE REQUIREMENTS: This role is in the office 3-4 days a week – There may be weeks that are fully remote and fully in office – you will match the schedule of the Partner which is generally 3 days a week in office.

COMPENSATION: $100-160k base, plus bonus and excellent perks / benefits including lunch provided daily

BACHELOR'S DEGREE REQUIRED: Required

Responsibilities of the Executive Assistant:

-Proactively manage the Partner’s calendar, ensuring seamless coordination with internal teams, investors, and external stakeholders

-Arrange weekly personal appointments (e.g., physical therapy) and book accommodations at the Partner’s club when he is in New York

-Take full ownership of Partner’s inbox, including drafting and responding to emails, prioritizing key communications, and flagging messages requiring attention

-Prepare agendas for bi-weekly team meetings to ensure focused and efficient discussions.

-Transcribe daily voice notes from the Partner, take detailed noted during bi-weekly team meetings, and accurately input meeting details into the CRM system

-Coordinate complex domestic and international business travel, including flights, accommodations, and itineraries for the team

-Manage all aspects of expense reporting, tracking, and reimbursement in a timely and accurate manner for the team

-Assist with end-to-end planning and execution of a diverse portfolio of domestic and international events, including logistics, vendor coordination, and attendee management

-Manage reservations for lunches, dinners, and industry networking functions

-Develop presentation materials, including prospective manager decks, assist in editing quarterly letters and other communications

-Communicate the Partner’s weekly schedule to his spouse for the prior week

-Manage Partner’s NYC Marathon Fundraiser by coordinating communications, sending thank-you notes, and tracking donations

-Handle ad hoc personal requests as needed

Requirements of the Executive Assistant:

-Bachelor’s degree required

-At least 2-3 years of Executive Assistant experience, preferably in finance

-Strong written and verbal communication skills 

-Experience using CRM systems 

-High proficiency in Microsoft Office Suite, including Outlook calendar and inbox management 

-Exceptional organizational skills, attention to detail, and multitasking ability 

-Strong event planning and coordination skills (including logistics, vendor management, and scheduling) 

-Demonstrated discretion, judgement, and professionalism when managing confidential information 

-Self-starter with a proactive mindset and strong problem-solving abilities

-Demonstrated ability to stay composed and effective under pressure

-Ability to manage competing priorities and adapt quickly to changing needs and environments

-“Morning Person” a plus!

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