Executive Assistant

Career Group; New York (NY); On-site; USD 150,000 - 165,000; Full time

Benefits offered by this job

Health, dental, and vision insurance

Free lunch on site

401k match

15 days vacation

7 sick days

2 personal days

Job summary

A Global, Prestigious Investment Firm is seeking an experienced Executive Assistant/Investment Coordinator. The role involves providing administrative support to senior executives, managing complex calendars, and leading the coordination of investment processes. Ideal candidates will have over 10 years of EA experience in finance, possess strong communication skills, and be detail-oriented. This position offers a competitive salary and benefits, operating onsite in Midtown East NYC.

Qualifications

• 10+ years of EA and Project Coordination experience in finance.
• Ability to perform duties with the highest level of confidentiality.
• Comfortable engaging with senior management regularly.

Responsibilities

• Manage the complex calendars for two senior executives.
• Coordinate with internal and external stakeholders for meetings.
• Lead point of contact for multiple weekly Investment Committees.

Skills

Proactive problem solver

Excellent written and verbal communication skills

Highly adaptable

Strong attention to detail

Strong Microsoft Office skills

Familiarity with Concur

Job description

A Global, Prestigious Investment Firm is hiring for an experienced Executive Assistant/Investment Coordinator. In this role, the Executive Assistant provides critical administrative support to the Chief Investment Officer and the Global Head of Capital Markets, along with coordinating all administrative tasks related to the team’s investment processes.

Salary commensurate with experience: $150-165k base range + discretionary bonus + great benefits package (health/dental/vision), free lunch on site, 401k match, 15 days’ vacation + 7 sick + 2 personal

Onsite 5 days/week in Midtown East NYC

Hours: 8am-5:30pm, flexible depending on what is going on and 24/7 mentality

Responsibilities

• Manage the complex calendars for two senior executives
• Respond in a timely manner to inquiries and act as gatekeeper for all requests
• Coordinate with internal and external stakeholders to schedule meetings and calls, often requiring flexibility and quick adjustments.
• Send weekly emails summarizing the calendar with suggestions for changes, ensuring alignment with executives’ preferences.
• Arrange intensive travel schedules, including roadshows, marketing trips, and private charters.
• Provide detailed itineraries and ensure all travel logistics are meticulously planned and executed.
• Prepare and manage extensive and detailed expense reports, ensuring accuracy and compliance with company policies.

Investment Process Coordination

• Lead point of contact for the multiple weekly Investment Committees
• Coordinate all aspects of the process, including scheduling, agenda preparation, and distribution of memos from deal teams.
• Organize investment memos, ensuring they are properly formatted, uploaded to the system database, and checked for legal status.
• Set the agenda and manage the calendar invites to relevant stakeholders.
• Manage restricted deals separately, ensuring compliance with confidentiality protocols.
• Maintain tracker for global deal team pipelines, ensuring accuracy and timeliness
• Collaborate with deal teams weekly to gather updates on upcoming deals and monitor progress

Qualifications

• 10+ years of EA and Project Coordination experience in finance
• Proactive problem solver who anticipates challenges and addresses them before they escalate with the ability to work well with within a team environment
• Excellent written and verbal communication skills
• Highly adaptable with the ability to thrive in a dynamic environment while, at times, under competing priorities
• Ability to perform duties with the highest level of confidentiality and professional integrity
• Strong attention to detail and organizational skills
• Ability to take ownership of projects, be resourceful and independently manage projects to completion
• Comfortable engaging with senior management on a regular basis
• Strong Microsoft Office skills (including PowerPoint and Outlook with an emphasis on Excel)
• Willingness to learn about and keep up to date with new technologies and programs
• Familiarity with Concur

Please submit your resume to apply!

Seniority level

• Associate

Employment type

• Full-time

Job function

• Administrative