Team Coordinator - Finance

Gainor; New York (NY); On-site; USD 100,000 - 130,000; Full time

Job summary

A leading private equity company in New York City is seeking a Team Coordinator for their finance team. This hybrid role involves managing calendars, expenses, and presentations, along with supporting the finance team in various administrative tasks. Ideal candidates will have 5-7 years of Executive Assistant experience and advanced Microsoft Office skills.

Qualifications

• Minimum 5-7 years of Executive Assistant experience.
• Advanced skills in Microsoft Office, especially Outlook.
• Self-driven and takes ownership.

Responsibilities

• Organize and schedule meetings for the Finance Team.
• Prepare accurate monthly expense reports.
• Assist in formatting presentations for important meetings.

Skills

Microsoft Office

Calendar Management

Self-driven

Education

Bachelor’s Degree

Notary Public certification

Tools

Investran/DX

SharePoint

DealCloud

Adobe

PowerPoint

Job description

Our client is an industry-leading private equity company based in New York City. They are seeking a Team Coordinator – Finance to join their finance team. The position is hybrid and based part of the week at their office in Midtown, Manhattan.

Job Details

Core Responsibilities

1. Calendar Management: Organize and schedule meetings for the Finance Team, balancing priorities and coordinating input.
2. Expense Management: Prepare accurate monthly expense reports in compliance with firm policies.
3. Presentation Support: Assist in formatting presentations for quarterly Partner, Risk meetings, and other important meetings on a rolling basis.
4. Travel Arrangements: Coordinate minimal domestic and international travel, including itinerary preparation and adjustments.
5. Thought Partnership: Serve as a trusted advisor, identifying issues, proposing solutions, and providing insights to the team.
6. Organizational Skills: Maintain strong attention to detail in managing financial tasks.
7. Proactive Decision-Making: Act as a gatekeeper, asking the right questions and anticipating the impact of decisions on time and priorities.
8. Confidentiality: Handle sensitive information with a high level of discretion.
9. Event Planning: Plan internal and offsite events, including invites, budget, venue, and logistics.

Finance Team Specific Responsibilities

1. Documentation Management: Collaborate with internal and external legal teams to ensure timely review and signing of high-volume documents, flagging to the Fund Controller when necessary, and tracking to avoid errors.
2. Banking Assistance: Assist the Finance and Legal teams with opening accounts and ensuring accuracy. Manage weekly check deposits and maintain records in internal systems. Assist with reconciling bank accounts.
3. Insurance Tracking: Organize and maintain electronic filing of insurance documentation for quick access and reference.
4. Quarterly Reporting & Capital Calls: Utilize Investran/DX to process and post quarterly reports and statements, with regular contact and follow-up with LPs.
5. Team Inbox Monitoring: Monitor the LP inbox, flagging urgent items such as wire transfers, capital calls, and distribution notices to the appropriate team member. Track requests in CRM/ticketing system.
6. CRM Support: Update investor contacts and wire instructions, and perform callbacks for verification.
7. General Support: Assist the Finance team with administrative tasks as needed.

Skills and Qualifications

1. Advanced Microsoft Office skills, especially Outlook, Calendar Management, Microsoft Teams, and OneDrive. Experience with Investran/DX, SharePoint, DealCloud, Adobe, and PowerPoint is required.
2. Self-driven; takes ownership and drives results.
3. Minimum 5-7 years of Executive Assistant experience.
4. Notary Public certification is preferred but not required.
5. Bachelor’s Degree preferred.

Salary Range: $100,000 - $130,000

Gainor is committed to equal employment opportunity and providing a work environment free of discrimination and harassment. All employment decisions are based on business needs, job requirements, and individual qualifications, without regard to race, color, religion, creed, sex, sexual orientation, gender identity, age, national origin, immigration status, marital or familial status, citizenship, physical or mental disability, genetic information, reproductive health decisions, veteran or military status, or any other protected characteristic under applicable law.