Executive Assistant to the CEO / Office Manager

CanAm Enterprises; New York (NY); On-site; USD 90,000 - 115,000; Full time

Job summary

A leading investment management firm seeks an experienced administrative assistant and office manager to support the President/CEO. The role encompasses communications management, calendar coordination, and operational efficiency, requiring strong organizational skills and a bachelor's degree. Offering a competitive salary range of $90,000 to $115,000 along with a discretionary annual bonus, this position is integral for ensuring smooth operations in a fast-paced environment.

Benefits

Medical and dental insurance

Paid time off

Participation in a Safe Harbor 401K plan after one year

Qualifications

• 5-7 years’ experience in administrative support.
• Support experience at C-Suite level.
• Experience coordinating international meetings.

Responsibilities

• Manage communications and serve as the primary point of contact.
• Coordinate calendars and schedule meetings for President/CEO.
• Make travel arrangements and manage deliverables.

Skills

Communication

Organization

Problem-Solving

Multitasking

Technology Adaptability

Education

Bachelor's Degree

Tools

Microsoft Office

Job description

CanAm is a boutique investment management firm specializing in immigration-linked EB-5 investment funds. Headquartered in New York City with international offices in China, India, Vietnam, and Singapore, CanAm has raised over $3.5 billion in private placements over the past 30 years. Our EB-5 investment funds enable foreign nationals to obtain U.S. residency by investing in projects that create jobs in high-unemployment areas across the United States. Learn more at www.canamenterprises.com.

About the Role - CanAm is seeking an experienced administrative assistant and office manager. The primary role of this position will be to support the President/CEO and ensuring the office is operating efficiently and effectively.

Responsibilities - • Communications Management: Serve as the primary point of contact between the executives, department heads, internal staff, investors, and externals, by screening and directing inquiries and phone calls as needed. Drafting of emails, and summarizing materials. • Calendar Management and Meeting Coordination: Proactively manage the calendar of the President/CEO and handle the scheduling of meetings, conferences, appointments, and travel arrangements. Assist with preparing agendas, materials, and meeting minutes. Meet daily to reprioritize schedules, as may be needed. Also assist the COO with the scheduling of meetings. • Management of Deliverables: Responsible for attending meetings and tracking the President/CEO’s open deliverables and keeping him informed of upcoming due dates. Follow-up with other staff members in preparation for upcoming meetings. • Collaborate with IT and handle audio/visual needs: Ensure required technical components are set up and functional in advance of meetings for President/CEO and the staff. Help facilitate laptop distribution to new hires, and assist President/CEO with device management. • Travel Arrangements: Make travel arrangements, including flights, accommodations, and itineraries, to ensure efficient and stress-free travel both globally and domestically. • Special Projects: May be asked to research special topics or work on project-based initiatives, as needed.


Qualifications - • 5 to 7 years’ experience in an administrative support role in a small to mid-sized, corporate environment, with preference in the financial services industry. • Minimum of 3 years’ experience supporting at the C-Suite or Managing Director level. • Minimum of a bachelor's degree required. • Experience coordinating international meetings and travel.


Required Skills - • Excellent communication skills, both verbal and written, with close attention to detail, especially in written work. • Engaging “people-skills” that demonstrate an energetic, positive, and diplomatic demeanor. • Quick learner with strong multitasking and prioritization skills to manage a fast-paced environment. • Superb organizational, time management, and problem-solving abilities to troubleshoot issues proactively. • Comfortable with technology and able to adapt to new systems and software. • Proficiency with Microsoft Office products (Word, Excel, Outlook, PowerPoint, SharePoint, and Teams.) • Company utilizes the Windows platform primarily, but knowledge of using the MAC operating system is a plus. • Works well both independently and as a team player and is creative and resourceful. • Absolute discretion when handling sensitive, private, or proprietary matters, operating with integrity, respect, and cultural sensitivity.

Preferred Skills - • Experience coordinating international meetings and travel.

Pay Range and Compensation Package - The annual salary range, commensurate with experience, will be between $90,000-115,000. Annual bonus is discretionary based on employee performance. Benefits include medical and dental insurance coverage and paid time off. After one year of employment, employees are allowed participation in a Safe Harbor 401K plan.

Equal Opportunity Statement - CanAm is an equal opportunity employer and prohibits job discrimination based on race, color, religion, sex, national origin, age, disability, or genetic information. Our recruitment practices at CanAM foster a diverse and inclusive culture that is at the core of how we operate and is embedded in our corporate values.