Executive Assistant

Executive Assistant Job Description

Job Title: Executive Assistant

Location: New York

POSITION OVERVIEW

The Executive Assistant will provide high-level administrative support to C-Level executives. To be successful in this role, the Executive Assistant will need to work proactively and with minimal guidance, displaying excellent time management and communication skills, while understanding the needs and characteristics of the people with whom they work. Though the Executive Assistant will primarily work with appointed Partners or Managing Directors, they will also be required to assist the General Administrative team and Manager from time to time, on an as needed basis.

ESSENTIAL JOB FUNCTIONS:

* Monitor heavy and fluctuating calendar, high volume of calls, e-mails, and flow of communication.

* Compose, draft, proof, edit, and finalize correspondence including e-mail and other documents.

* Screen all calls for executives and handle all inquiries within capacity.

* Track Executives’ meetings, as well as necessary follow-ups

* Review incoming mail and/or email, prioritize and summarize content, and process replies on own initiative or from executive’s notes and directives.

* Plan and coordinate monthly and weekly team meetings as requested.

* Familiarity with policies as outlined in the handbook and online, including but not limited to, travel, personal stock, IT, and record retention.

* Handle planning logistics for complex domestic and international trips using the Firm’s contracted travel agency; provide detailed itineraries, agendas, directions, and backup materials.

* Prepare expense reports in a timely manner, ensuring accuracy, and submit in accordance with Firm policy.

* Monitor executive’s calendars and anticipate where problems might arise regarding calendar, meeting preparation, needs of executives involved, requests for meetings and telephone calls; communicate potential and/or confirmed changes to involved parties immediately.

* Schedule and coordinate complex meetings and executive events requiring detailed logistics handling and problem solving, inform attendees of dates and time, reserve meeting space, ensure the appropriate equipment/materials are available, coordinate hospitality services as needed; assist with various off-site meetings as requested in an upbeat and professional manner.

* Liaise with clients, investors, guests, and all personnel in a professional and courteous manner, adhering to culture and values statements.

* Act in a discreet and professional manner with others; sensitivity to the confidential nature of the Firm’s business and consistently uphold such confidences and use this information only in the course of performing your job.

* Act as a team player, including taking on additional tasks to support colleagues and the Firm and offering to help before being asked; give credit where credit is due.

* Contribute your talents and efforts to a productive, pleasant, and safe working environment.

* Assist and provide phone coverage for additional executives when necessary.

* Assist guests with general office support and reservations (travel, dinner, and local transportation, etc.).

EDUCATION AND/OR WORK EXPERIENCE REQUIREMENTS:

* A minimum of three years’ experience providing administrative support in a financial institution

* College degree preferred

REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES:

* Ability to manage highly sensitive, confidential information with complete discretion.

* Demonstrates sound judgment; skilled in developing and maintaining professional relationships that reflect positively on.

* Ability to manage a high volume of work and prioritize tasks/projects based on urgency.

* Strong focus on attention to detail, accuracy, and thoroughness.

* Excellent verbal and written communication skills; able to present ideas clearly and facilitate open, multi-directional information flow.

* Effective team player who can collaborate or make independent decisions as needed.

* Advanced skills in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook); capable of quickly and accurately producing/editing spreadsheets and presentations.

* Ability to perform routine office tasks such as opening mail, printing, collating, photocopying, faxing, and mailing.

OTHER ATTRIBUTES:

* Demonstrates a sense of urgency and adaptability. Thrives in a fast-paced, dynamic environment; flexible and responsive to change…