Institutional Executive Assistant

First-Eagle-Investment-Management; New York (NY); Hybrid; USD 95,000 - 110,000; Full time

Benefits offered by this job

Medical/Dental/Vision

401(k) & Profit Sharing

Flexible/Hybrid Work

Dress for the Day

Job summary

First Eagle Investment Management is seeking an Executive Assistant to support members of the Institutional team in New York. The role involves proactive calendar management, travel planning, meeting coordination, and CRM data upkeep.

You will serve internal and external stakeholders and contribute to the team’s efficiency. The ideal candidate has an undergraduate degree and at least five years of experience in financial services, with strong organizational and communication skills.

Qualifications

• Undergraduate degree preferred.
• Minimum of 5 years’ experience, preferably in the financial services industry.
• Excellent time management, organizational/prioritization and interpersonal skills.
• Self-starting, entrepreneurial and resourceful – a can-do attitude.

Responsibilities

• Manage travel arrangements (flights, hotels, car rentals, car services) for team members.
• Prepare and submit expense reports in a timely manner.
• Arrange in-house client meetings, internal meetings and conference calls; reserve rooms, set agendas, arrange catering and meeting materials.
• Input and maintain data in the CRM system; manage distribution lists and data accuracy.
• Assemble and deliver presentation materials for meetings with clients and investors.
• Proactively manage assigned calendars and coordinate onboarding/off-boarding activities for department members.

Skills

Executive support

Calendar management

Travel planning

Expense reporting

Communication

Education

Bachelor's degree

Tools

MS Office

PowerPoint

CRM software

Job description

Who we are looking for:First Eagle is seeking an Executive Assistant to support members of the Institutional team. The team consists of about 12 members who are highly focused on sales, relationship management and client service.This individual will have the opportunity to not only learn about the institutional investment management business broadly and the efforts that go into a successful institutional sales and client service organization but will also be a contributor to the team’s success. We are looking for a proactive, intellectually curious, organized professional who is eager to join a dynamic team.What you will do:Manage travel arrangements such as arranging flights, hotels, car rentals and car services to ensure smooth travel for team membersPrepare and submit expense reports in a timely mannerArrange in-house client meetings, internal meetings and conference calls by making room reservations, creating agendas, overseeing equipment set-up, ordering catering and preparing meeting materialsInput data into, retrieve content from and increase leverage of the team’s CRM system; maintain distribution lists and verify accuracy of data at regular intervalsAssemble and arrange delivery of presentation materials for meetings with clients, prospects and investment consultantsProactively manage assigned calendarsLog and ensure completion of requests for client audits and prospect requests for limited partnership documentsDevelop and maintain courteous and respectful relationships with both internal and external partnersPartner with colleagues and assist with special projects as neededCoordinate and execute the on-boarding and off-boarding activities for department membersServe as a back-up for fellow Executive Assistants in other teamsAbility to be connected after hours as neededThe qualities you should have:Undergraduate degree preferredA minimum of 5 years’ experience, preferably in the financial services industryExcellent time management, organizational/prioritization and interpersonal skillsSelf-starting, entrepreneurial and resourceful – someone who “makes it happen” with a can-do attitudeExcellent PC skills – Word, Excel, PowerPointStrong verbal and written communication, organizational and administrative skills requiredResourceful, well organized, highly dependable, efficient and detail-orientedBase Salary range: $95,000 to $110,000. In addition, this role is eligible for an annual incentive bonus. Compensation may vary based upon, but not limited to – the individual's skills, experience, qualifications, location, and internal equity.We value our people and offer a broad range of benefits. We provide generous paid time-off, medical/dental/vision healthcare plans, 401(k) retirement and profit-sharing plans, a flexible/hybrid work environment, “dress for the day” flexible work attire, and many more great benefits. For more information, please refer to our First Eagle Benefits website .First Eagle Investments and their affiliates and subsidiaries is an Equal Opportunity Employer. Equal Employment Opportunity has been, and will continue to be, a fundamental principle at First Eagle, where employment is based upon personal capabilities and qualifications without regard to race, color, religious belief, including dress and grooming practices, sex, sexual orientation, gender identity, gender expression, age, national origin, marital status, citizenship, disability, veteran status, pregnancy, breastfeeding or medical conditions related to breastfeeding, status as a victim of domestic violence, sexual assault, or stalking, or any other basis protected by applicable federal, state or local law, genetic information or characteristics (or those of a family member), or any other protected characteristic as established by law.