Executive Assistant

Octagon Credit Investors; New York (NY); On-site; USD 95,000 - 135,000; Full time

Benefits offered by this job

Year-end bonus

Healthcare benefits

401(k) matching

Employee Assistance Program

Licensure assistance

Family leave

Job summary

Octagon Credit Investors, LLC is seeking an Executive Assistant to support the Senior Leadership Team with key administrative matters, client initiatives, and office operations. The role requires discretion, a proactive mindset, and the ability to manage multiple priorities.

You will maintain calendars, coordinate travel, and assist with onboarding, expense reporting, and vendor management while collaborating with an Administrative Support team.

Qualifications

• 7+ years of Executive Assistant experience in a professional services firm or corporate environment.
• Bachelor's Degree in a relevant field (or HS diploma with equivalent experience).
• Strong familiarity with travel arrangements and processing expense reports/reimbursements.
• Ability to multi-task, be proactive, work independently, and work under pressure.
• Understanding of confidentiality of internal/personnel/client information.
• Excellent written and oral communication skills, attention to detail.
• Proficient with Microsoft Office Suite: Word, Outlook, Excel, PowerPoint.

Responsibilities

• Provide administrative support to senior leaders related to key administrative matters, client engagement initiatives, department activities, office operations, and personnel matters.
• Maintain calendar appointments and reschedule meetings to coordinate internal and external meetings, avoid conflicts, and ensure smooth execution.
• Coordinate travel arrangements including airfare, hotels, and car service.
• Facilitate smooth communication between internal and external stakeholders.
• Provide onboarding and offboarding assistance related to employment matters.
• Support Accounting with AmEx reconciliations and vendor invoice management.
• Ensure accurate maintenance of files and databases for efficient retrieval and disposition of documents.

Skills

Executive support

Travel coordination

Multitasking

Confidentiality

Communication

Detail-oriented

Microsoft Office

Education

Bachelor's degree in a relevant field

High School diploma / GED equivalent

Tools

Microsoft Office (Word, Outlook, Excel, PowerPoint)

Job description

Octagon Credit Investors, LLC is a $31 billion asset manager specializing in broadly syndicated loans and high yield bonds (i.e., liquid credit), structured credit (CLO debt and equity), multi-asset credit, and direct lending strategies. Over our 30+ year history, Octagon has developed a rigorous investment process based on fundamental credit analysis, relative value positioning, and active risk management to generate attractive risk-adjusted returns for investors. Octagon counts major financial institutions, insurance companies, and pension funds around the globe among our largest investors. Through our various investment platforms, we seek to provide investors with differentiated access to the US below investment grade corporate credit and private credit markets.

Octagon is majority-owned by Conning, a leading global investment management firm with a long history of serving the insurance industry. Octagon and Conning are part of Generali Investments, an ecosystem of asset management firms operating in more than 20 countries, offering distinctive strategies and expert insights to help investors achieve long-term performance. Generali Investments is the asset management arm of the Generali Group, one of the world's largest insurance and asset management groups.

Currently comprising approximately 100 employees, Octagon strives to foster a team-based culture built upon communication, trust, accountability, and dedication to client partnership. Octagon believes that providing a challenging and rewarding career, combined with a supportive work environment, incents employees to remain at the firm. We also embrace the principles of diversity, equity, and inclusion; our employees can bring the best version of themselves to work every day. We thrive in an environment where everyone's voice is heard, every idea counts, and the differences of our employees are valued.

Position Summary:

The Executive Assistant is responsible for providing general support and assistance to members of the Senior Leadership Team related to key administrative matters, client engagement initiatives, department activities, office operations, and personnel matters.

The Executive Assistant will interact with a diverse group of internal and external stakeholders on behalf of the most senior members of the organization. Sound, professional judgment, etiquette, and strong prioritization skills are required in order to support and organize a diversified workload. The Executive Assistant's core responsibility is to ensure that the highest level of support and related services are consistently provided.

The Executive Assistant will work independently, and in conjunction, with members of senior leadership as well as additional members of the Octagon Administrative Support team.

Essential Duties and Responsibilities:

• Provide administrative support to senior leaders related to key administrative matters, client engagement initiatives, department activities, office operations, and personnel matters
• Maintain calendar appointments and reschedule meetings to coordinate internal and external meetings, avoid conflicts, and ensure smooth execution
• Coordinate travel arrangements including airfare, hotels, and car service
• Facilitate a bridge for smooth communication between internal and external stakeholders
• Provide guidance and support to Administrative Support team members
• Schedule and organize events such as meetings, conference calls, annual off-site, and other departmental activities
• Submit expense reports and maintain expense management platform, Concur, by serving as a system administrator
• Provide general administrative support (e.g., copying sensitive files, binding, answering calls, etc.)
• Plan and coordinate team meetings including preparation and circulation of meeting materials
• Provide onboarding and offboarding assistance related to employment matters
• Support Accounting team by conducting AmEx reconciliations, personal reimbursement payments, and vendor invoice management
• Ensure accurate maintenance of files and databases for efficient retrieval and disposition of documents
• Help answer questions pertaining to firm policies, day-to-day operations, and follow up with solutions/process improvement
• Proactively take on ad hoc projects and provide support for new business initiatives, as needed

Areas of Knowledge, Skills, and Abilities/Qualifications:

• 7+ years of Executive Assistant experience in a professional services firm or corporate environment
• A Bachelors' Degree in a relevant field of study (degree in business-related field, a plus) or High School diploma/GED equivalent
• Strong familiarity with making travel arrangements and processing expense reports/reimbursements
• Ability to multi-task, be proactive, work independently, and work effectively under pressure (often under deadlines and changing priorities)
• Understanding of the importance of strict confidentiality of internal/personnel affairs/client information
• Highly motivated, proactive team player with a positive attitude
• Outstanding reputation of professional integrity and maturity
• Excellent written and oral communication skills, strong analytical skills, and exemplary attention to detail
• Proficient with Microsoft Office Suite: Word, Outlook, Excel, and PowerPoint
• Ability and desire to learn and develop new skills
• Demonstrated ownership and accuracy of work product
• A self-starter who can multi-task and support multiple people with varied personalities

Compensation and Benefits:

• Competitive salary and eligibility for year-end performance-based bonus
• Medical, dental, vision, life, and disability insurance
• 401(k) matching program
• Employee Assistance Program ("EAP")
• Professional designation and licensure assistance
• Family support and leaves of absence

Note:

Please note that Octagon does not sponsor work visas or immigration-related employment benefits. We encourage all individual applications; please, no recruiters or agencies.