Executive Assistant (6 Month Contract)

New York / New Jersey, United States

About Citco

Citco is a global leader in fund services, corporate governance and related asset services with staff across 80 offices worldwide. With more than $1 trillion in assets under administration, we deliver end-to-end solutions and exceptional service to meet our clients’ needs.

For more information about Citco, please visit www.citco.com

About the Team & Business Line:

Fund Administration is Citco’s core business, and our alternative asset and accounting service is one of the industry’s most respected. Our continuous investment in learning and technology solutions means our people are equipped to deliver a seamless client experience.

As a core member of our Fund Services team, you will be working with some of the industry’s most accomplished professionals to deliver award-winning services for complex fund structures that our clients can depend upon.

Your Role:

• You will perform a variety of administrative tasks and support our company’s senior-level managers. We are looking to recruit an individual who has experience and is able to work independently without direct day-to-day supervision. You should be a strong people person, who thrives on organizing others in a busy and demanding environment.
• You will assist with booking and managing travel arrangements, itineraries or other duties related;
• You will organize receipts and prepare expense reports for senior executives;
• You will assist with calendar management, which will require interaction and coordination with internal/external executives and their assistants to coordinate complex meetings;
• You will coordinate the approval and payment of office related purchase orders and invoices;
• You will work closely with external partners, assistants, vendors and other stakeholders to schedule meetings or events;
• You will prepare staffing org charts, management slide decks, memos, letters, and spreadsheets as needed;
• You will take notes on conference calls, prepare action plans based on notes, and follow up on deliverables where required;
• You will perform other duties as required
• You will maintain an advanced degree of confidentiality along with excellent judgement, discretion and a high degree of maturity/professionalism
• You will partner with HR, Finance, Legal and other teams on various initiatives
• You will apply judgment with a full understanding of urgency and priorities of your leaders, routinely needing to multi-task with little to no direction

About You:

• You have at least 5 years’ experience working in a similar role
• You have at least 5 years’ experience working for a multinational organization
• You have excellent written and verbal communication
• You have experience dealing with confidential and sensitive data
• You demonstrate prioritization, planning and organization skills
• You have attention to detail
• You have excellent time management skills and ability to multi-task and prioritize work
• You have experience managing travel arrangements for senior staff members
• You have availability to work overtime during key periods
• Assets:

• Experience supporting multiple leaders of large teams
• Advanced knowledge of MS Office (Outlook, Word, PowerPoint and Excel) and cloud-based applications (SharePoint)
• Experience with Collaboration software (MS Teams, Slack, etc.)
• Ability to professionally interact with senior leaders and anticipate their needs
• Ability to effectively exercise judgement including time management, prioritizing issues and tasks, and meet deadlines.
• Demonstrates ability to be proactive, take initiative, exercise good judgment, discretion and confidentiality in all tasks
• Experience with project and budget management

Our Benefits

Your well being is of paramount importance to us, and central to our success. We provide a range of benefits, training and education support, and flexible working arrangements to help you achieve success in your career while balancing personal needs. Ask us about specific benefits in your location.

We recognize diversity as a source of organizational pride and strength. We have made it a priority to reflect our nation’s evolving diversity in the people we hire, and the culture we create in our organization.

Citco welcomes and encourages applications from people with disabilities. Accommodations are available upon request for candidates taking part in all aspects of the selection.