Executive Assistant – Investor Relations

Career Group; New York (NY); Hybrid; USD 125,000 - 150,000; Full time

Benefits offered by this job

Health insurance

Dental insurance

Vision insurance

Fitness center access

401(k) with profit-sharing

Lunch allowance

Generous vacation & PTO

Remote weeks around holidays

Job summary

Career Group seeks an exceptional Executive Assistant to support its Investor Relations team in New York. This hybrid role balances high-level executive logistics with investor relations deliverables in a fast-paced, collaborative environment.

The position supports VP- and Principal-level executives across departments, coordinating calendars, travels, meetings, and investor-related documents with discretion and professionalism.

Qualifications

• 4 to 6+ years of executive support experience, ideally within financial services, private equity, asset management, with direct experience supporting IR functions.
• High proficiency in MS Office (Outlook, Excel, Word, PowerPoint) and CRM tools; experience with DealCloud or similar.
• Strong communication, discretion, and emotional intelligence.
• Proactive, team-oriented with a readiness to learn team operations.

Responsibilities

• Calendar Management: Direct complex, multi-time-zone schedule coordination and meeting arrangements.
• Travel & Expense Management: Oversee domestic and international travel logistics and file expense reports via Concur.
• Meeting Participation & Minutes: Attend discussions to document clear, actionable notes.
• Communication & Coverage: Assist with executive correspondence and cross-team coverage during absences.
• Data & CRM Maintenance: Keep investor distribution channels and deal pipelines updated in DealCloud.
• DDQ & ODD Coordination: Track, prepare, and distribute operational due diligence documents and questionnaires.
• Fund & Investor Logistics: Help manage fund data rooms and investor communications.

Skills

Calendar management

Travel & expense management

Meeting minutes

Executive communication

DealCloud CRM

Concur

MS Office Suite

Attention to detail

Tools

DealCloud

Concur

MS Office Suite

Job description

A premier, global recognized financial services institution seeking an exceptional Executive Assistant to support our dynamic Investor Relations team. Known for an energetic, high-performance environment, our firm deeply values its administrative team, offering an exceptionally supportive network, dedicated leadership, and a highly collaborative workplace culture.

This vital position offers comprehensive operational, administrative, and project-based support to a multi-office team of VP- and Principal-level executives. Acting as a central liaison across departments, the ideal candidate will excel at balancing high-level executive logistics with structured investor relations deliverables in a fast-paced setting.

Location: New York, NY (Midtown East)

Work Arrangement: Hybrid (4 Days Onsite / 1 Day Remote)

Hours: 8:30 AM - 5:00 PM (With after-hours responsiveness as needed)

Compensation: $125,000 - $150,000 base + discretionary bonus

• Firm-covered comprehensive health, dental, and vision insurance options, plus access to an in-building fitness center.
• 401(k) program enhanced with a profit-sharing contribution.
• Daily $25 lunch allowance while working in the office.
• Generous paid vacation allowance, dedicated sick/personal time, plus designated "work-from-anywhere" remote weeks scheduled around major holidays.

Key Responsibilities include:

Executive Support & Operational Logistics

• Calendar Management: Direct complex, multi-time-zone schedule coordination, proactively resolving conflicts and managing meeting arrangements.
• Travel & Expense Management: Oversee domestic and international travel logistics via corporate travel partners, accurately filing expense reports through Concur.
• Meeting Participation & Minutes: Attend designated internal and external discussions to document clear, actionable meeting notes.
• Communication & Coverage: Assist with executive correspondence, message filtering, and cross-team coverage during colleague absences.

Investor Relations & Financial Project Support

• Data & CRM Maintenance: Keep investor distribution channels, contact records, and deal pipelines updated utilizing DealCloud.
• DDQ & ODD Coordination: Assist with the tracking, preparation, and distribution of Operational Due Diligence (ODD) documentation and Due Diligence Questionnaires (DDQs).
• Fund & Investor Logistics: Help manage fund data rooms, track capital call communications, and draft investor-facing collateral.

Qualifications & Desired Attributes

• 4 to 6+ years of executive support experience, ideally within financial services, private equity, asset management, with direct experience supporting IR functions.
• High command of MS Office Suite (Outlook, Excel, Word, PowerPoint), DealCloud (or similar CRM tools), and Concur.
• High emotional intelligence, authenticity, and confidence.
• Meticulous attention to detail paired with a strong commitment to accuracy and discretion.
• A proactive, team-oriented mindset with an eager desire to learn team operations.
• Professional composure and resilience in a high-expectation, quality-driven environment.