Executive and Personal Assistant

Russell Tobin; New York (NY); On-site; USD 90,000 - 130,000; Full time

Benefits offered by this job

Healthcare coverage (medical, dental,

Vision plans

401(k) retirement savings

Life & disability insurance

Employee assistance program

Employee discounts with vendors

Job summary

Russell Tobin is seeking an experienced Executive and Personal Assistant to provide end-to-end administrative support to the senior leadership team of the Real Assets division. The role covers complex calendars, frequent travel, meeting coordination, expense management, confidential communications and event support.

The ideal candidate has 8+ years of EA experience, preferably in finance or investment management, and excels at organization, communication, and discretion.

Qualifications

• 8+ years of Executive Assistant experience; finance or investment management experience preferred.
• Exceptional organizational and multitasking skills.
• Excellent written, verbal and interpersonal communication.
• Able to work independently and proactively while also being a strong team player who takes direction well.
• Strong prioritization skills and a sense of urgency in following up; sharp attention to detail, accuracy and accountability.
• Positive attitude and willingness to take on ad hoc projects.
• Proven discretion with sensitive and confidential information.
• Advanced proficiency in Microsoft 365 (Outlook, Word, Excel, PowerPoint); familiarity with Concur or similar expense and travel tools.

Responsibilities

• Manage complex calendars and coordinate scheduling for senior leadership.
• Arrange domestic and international travel with detailed itineraries and expense tracking.
• Prepare, submit and monitor expense reports and vendor payments.
• Handle phone and email inquiries, routing and messages professionally.
• Maintain confidentiality and exercise discretion on sensitive matters.
• Oversee general administrative tasks, materials, supplies and office upkeep.
• Coordinate ad hoc events and support special projects as needed.

Skills

Organizational skills

Multitasking

Communication

Independence

Team player

Prioritization

Attention to detail

Discretion

Tools

Microsoft 365 (Outlook, Word, Excel, PowerPoint)

Concur or similar expense/travel tools

Job description

We are looking for an experienced Executive and Personal Assistant to provide end-to-end administrative support to the senior leadership team of the Real Assets division. The work spans complex calendars, frequent travel, meeting coordination, expense management, confidential communications and event support. The ideal candidate is highly organized, polished and discreet. They should use sound business judgment and act as an effective liaison between executives and internal and external stakeholders.

Key Responsibilities

• Calendar and scheduling: Coordinate complex calendars and correspond with internal and external participants. Book conference rooms and outside venues, and arrange technology and catering as needed. Use professional judgment to prioritize and reschedule meetings.
• Travel: Arrange domestic and international travel, including detailed itineraries, visa requirements, logistics and expense tracking.
• Expenses: Prepare, submit and monitor expense reports and vendor payments for team members.
• Phone and email coverage: Handle calls and emails professionally. Respond to inquiries, route calls and take detailed messages.
• Confidentiality: Keep information strictly confidential and use discretion on sensitive matters.
• General administration: Handle technology requests, meeting materials, supplies, equipment, incoming mail and maintenance of a well-run work area.
• Events and projects: Coordinate ad hoc business events and support special projects as needed.

Qualifications

• 8+ years of Executive Assistant experience; finance or investment management experience preferred
• Exceptional organizational and multitasking skills
• Excellent written, verbal and interpersonal communication
• Able to work independently and proactively while also being a strong team player who takes direction well
• Strong prioritization skills and a sense of urgency in following upSharp attention to detail, accuracy and accountability
• Positive attitude and willingness to take on ad hoc projects
• Proven discretion with sensitive and confidential information
• Advanced proficiency in Microsoft 365 (Outlook, Word, Excel, PowerPoint); familiarity with Concur or similar expense and travel tools

Russell Tobin offers eligible employees comprehensive healthcare coverage (medical, dental, and vision plans), supplemental coverage (accident insurance, critical illness insurance, and hospital indemnity), 401(k) retirement savings, life & disability insurance, an employee assistance program, legal support, auto, home insurance, pet insurance, and employee discounts with preferred vendors

Russell Tobin is an equal opportunity employer. We do not discriminate based on the race, religious creed, color, national origin, ancestry, physical disability, mental disability, reproductive health decision making, medical condition, genetic information, marital status, sex, gender, gender identity, gender expression, age, sexual orientation, veteran or military status, or any other characteristic protected by applicable federal, state, or local law.

Russell Tobin is a Fair Chance employer. We consider all qualified applicants, including those with criminal histories, in a manner consistent with applicable state and local Fair Chance laws and ordinances, including the California Fair Chance Act and all applicable local Fair Chance ordinances.

Accommodations

We are committed to providing reasonable accommodations to applicants and employees with disabilities. If you require a reasonable accommodation to participate in the application or interview process, or to perform the essential functions of this role, please contact us.

Only applicable for San Francisco Candidates: Under the San Francisco Lactation in the

Workplace Ordinance, we will provide written notice of lactation accommodation rights, and this notice will automatically be given upon hiring, any inquiry of parental leave or lactation accommodation.