Investor Relations Executive Assistant

Our client, an investment management firm, is looking to hire an Executive Assistant to support three senior members of their Investor Relations team. The ideal candidate will provide support at a high-level capacity and bring strong communication skills, a good sense of confidentiality, and willingness to be part of a larger administrative team. They will work collaboratively with other assistants and team members across the firm.  A background in finance is preferred

Job Details:

COMPANY: Investment Management Firm

POSITION: Investor Relations Executive Assistant 

LOCATION: New York, NY (WEST / Midtown)

HOURS: 8:30am - 5:30pm (Candidates must be able to be flexible based on the needs of the business)

IN OFFICE REQUIREMENTS: in office 5 days 

COMP: $130k - $160k base (DOE)  + bonus eligibility + daily lunch + regular firm-wide events + excellent benefits

DEGREE: Undergraduate Degree preferred

Responsibilities of the Executive Assistant:

-Provide comprehensive administrative support to three Senior members on the Investor Relations team, and peripheral support to the IR team, as needed

-Answer phones, manage calendars, schedule meetings - onsite and offsite - ensuring that meetings run smoothly from a logistics perspective 

-Handle food arrangements, reserving conference rooms, hotels, heavy travel arrangements, both international and domestic

-Maintain and print marketing materials for the team - ensuring that there is a continuous supply

-Manage and maintain Current Materials folder for the team

-Manage and maintain monthly subscription documents for the team, including coordination of counter- signature by COO via Docu-Sign

-Compile and submit monthly expense reports 

-Assist with conference bookings, print/prepare/send materials to the location, help with follow up, etc.

-Input business cards and meeting notes into contacts and the CRM system

-Monitor and update the website regularly 

-Daily monitoring of the Investor Relations inbox

-Gather background notes and biographies in advance of investor meetings

-Source and order gifts for the firm and investors

Requirements of the Executive Assistant:

-Completed 4-year degree preferred

-Experience in an office environment required with experience supporting senior members of a team preferred

-Excellent phone etiquette and strong communication skills

-Experience in organizing complex travel, both domestic and international

-Experience conceiving of and managing complex international travel itineraries; comfortable scheduling in multiple time zones

-Team orientated 

- Detail oriented and thorough, demonstrating accuracy and consistency

-Ability to adapt to an ever-changing work environment by managing competing demands; ability to deal with frequent change, delays or unexpected events

-Flexible in terms of ability as well as work schedule (24/7 communication - especially when team is traveling)

-Strong knowledge of Word, Outlook and Intermediate knowledge of Excel, PowerPoint

-Knowledge of Concur & Backstop a plus

-Flexible personality and comfortable with the nature of duties that unfold on a day to day on the desk

-Discretion with confidential information is required

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