Executive Assistant

US Tech Solutions; New York (NY); On-site; USD 63,000 - 89,000; Part time

Job summary

US Tech Solutions is seeking an experienced executive assistant to support an asset management team in New York. The role involves heavy calendar management, travel coordination (domestic and international), event support, and handling confidential information during a temporary coverage period with a view to permanent placement.

The ideal candidate has 5+ years of administrative experience, excels in Microsoft Office and is comfortable using Concur and DealCloud.

Qualifications

• Minimum of 5 years of administrative support experience, preferably supporting C-Suite executives.
• Strong Microsoft skills; Outlook, Excel, Word, and PowerPoint.
• Experience with Concur, CRM (DealCloud) preferred; ability to learn software systems quickly.
• Bring confidence, can-do attitude.
• Ability to anticipate events, act ahead of time; initiative-taking mindset.
• Ability to maintain confidentiality of all sensitive information.
• Resourceful with little assistance.

Responsibilities

• Meeting materials: assemble information and prepare marketing presentations and reports for clients.
• Coordinate refreshments, guest registration with security and greeting of guests.
• Manage CRM database to ensure investor meetings are captured in DealCloud.
• Complete expense reports via Concur.
• Coordinate travel domestically and internationally, including visas and scheduling.
• Manage executives’ calendars, act as gatekeeper and reschedule as needed.
• Provide general administrative support and assist with ad hoc projects.

Skills

Administrative support

Calendar management

Confidentiality

Proactive mindset

Tools

Outlook

Excel

Word

PowerPoint

Concur

DealCloud

Job description

$55 per hour

New York, NY

Contract

Job Responsibilities:

This unique position requires a professional executive assistant to step into an asset management environment, within the investor solutions group, with an open mind to take on anything and everything during an administrative transitional period and a parental leave of absence. Flexibility will be a key attribute as responsibilities will increase during the temporary coverage; to include ad hoc projects, travel arrangements (both international and domestic), heavy calendar management, dinner and lunch reservations, conference and roadshow planning, data entry and meeting tracking. Ultimately it is Hiring manager’s intention to hire on a permanent basis and this position will be assessed on adaptability to new processes, flexibility to meet the needs of the business, and demonstrating a positive team-oriented attitude.

Responsibilities

• Meeting Materials – assembling information and materials; print and prepare (pdf, e-mail, bind, ship, upload, etc.) marketing presentations and reports for clients and prospects

• Coordinate refreshments, guest registration with security and greeting of guests for in-office meetings

• Manage CRM database for supporting group to ensure investor and prospect meetings are captured in DealCloud to include contact information, dates, notes. Printing reports upon request

• Complete expense reports via Concur

• Compliance presentation approval process via AdMaster

• Coordinate Travel both domestic and international including scheduling flights, reserving car services, making dinner and lunch reservations, scheduling external/roadshow meetings, obtaining visas; must be able to reschedule, when both in and out of the office if needed, based on last minute schedule changes.

• Manage executives’ calendars, making and rescheduling appointments and travel arrangements, ensuring they stay on schedule, acting as a true gatekeeper

• Work with other support team members, including affiliate executive and admins, providing general administrative assistance as needed

• Assist with ad hoc projects as assigned

Qualifications

• Minimum of 5-years of administrative support experience, preferably supporting C-Suite executives

• Strong Microsoft skills; Outlook, Excel, Word, and PowerPoint

• Experience with Concur, CRM (DealCloud) preferred; ability to learn software systems quickly

• Bring confidence, can-do attitude

• Ability to anticipating events, acting ahead of time; initiative-taking mindset

• Ability to maintain confidentiality of all sensitive and confidential information and issues

• Ability to be resourceful with little assistance

About US Tech Solutions:

US Tech Solutions is a global staff augmentation firm providing a wide range of talent on-demand and total workforce solutions. To know more about US Tech Solutions, please visit www.ustechsolutions.com (http://www.ustechsolutionsinc.com) .

US Tech Solutions is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.