Executive Assistant -- BARDC5832654

The ideal candidate will provide top-level assistance for high level executives. They should be well-organized and be comfortable scheduling meetings and involves administrative support for a large team of investment professionals

Qualifications

• Bachelor’s degree or equivalent experience
• Proficient in Microsoft Office suite
• Experience in managing multiple priorities, administrative coordination, and logistics
• Well-organized, detail-oriented, ability to multi-task with great follow-up skills
• Strong written and verbal communication skills

Role

• Becoming familiar with all firm policies and procedures related to expenses and travel including monetary thresholds and required approvals

• Coordinating travel schedules, arrangements and agendas in preparation for on-site and off-site meetings, conferences and events

• Coordinating on-site client meetings, including room reservations, catering, day of logistics, etc.

• Submitting, maintaining and monitoring expense reports through Concur system to ensure timely settlement of expenses

• Processing external vendor payments through Smaart system

• Providing telephone coverage, including responding to inquiries, properly routing calls and taking detailed messages.

• Use of excellent judgment with both internal and external clients

• Managing and maintaining the confidentiality of highly sensitive information as it relates to firm, staff, and clients

• Heavy calendar monitoring, management and scheduling

• Back-up coverage for administrative team colleague(s) during planned or unplanned absences from the office or as necessary

• Reviewing and prioritizing incoming emails and taking appropriate action. Performing related duties as assigned

• Ability to coordinate, and manage to completion, special projects as assigned

• Advanced experience in making domestic and international travel arrangements including procuring visas, currency exchanges, arranging ground transportation, etc.

• Coordinating complex and extensive meeting schedules by previewing participant availability and proposing and adjusting days/times as needed

• Adept with working out travel logistics (e.g. planning real travel time between meetings, hotels and airports)

• Documentation Management including coordinating, streamlining and properly recording important documents and files

• Assist with onboarding and off boarding all employees (e.g. new hires including permanent, temporary employees and interns as well as those departing the Firm)

• Facilitating execution of legal documents to be signed by various officers

• Ad hoc project work

Qualifications

• Prior administrative or related experience at the executive level is essential

• Flexible and proactive attitude with the willingness to take on new and ad hoc projects

• Highly service-oriented and detailed-oriented individual with the ability to work well both independently and collaboratively

• Highly trainable with ability to learn new, proprietary systems pretty quickly

• Strong ability to manage multiple priorities and take independent initiative for action within areas of responsibility including escalating matters where necessary

• Experience within a Financial Services environment preferred

• Excellent written, verbal, and interpersonal communication skills

• College degree mandatory

• Proficiency with all Microsoft Office software

• Adaptability to new challenges as the team and business complexity continues to evolve