Our client, a Well-Known Global Investment Firm, in Midtown Manhattan is seeking a new Full-Time/Permanent Executive Assistant to join its Investor Relations team! This person will be supporting 1 Partner, 2 Principals, an Operating Executive, and an Associate within the IR department. Candidates must have at least 5-7 years of applicable high-level executive administrative experience supporting multiple executives within financial services and a Bachelor’s degree is strongly preferred/required. Must have experience procuring visas as they will be responsible for coordinating a high volume of domestic and international travel. This person will need to do some investor facing work, roadshow coordination, and enter information into DealCloud (CRM database), so previous roadshow coordination experience, using CRMs like DealCloud or Salesforce to enter investor info, printing pitchbooks, etc. are all ideal and a huge plus! This position is for a high caliber EA who is highly organized, detail oriented, proactive, willing to go the extra mile, works well under pressure and with tight deadlines, able to prioritize effectively and juggle multiple urgent tasks, accustomed to working in a fast-paced, ever-changing environment, collaborative and team-oriented, and possesses excellent interpersonal and communication skills (both verbal and written). This position will be hybrid and based out of the New York office.

• Salary depends on experience (100-120k base), plus paid overtime and 20% discretionary bonus eligibility. Company offers comprehensive benefits package spanning retirement benefits, health insurance, life insurance and disability, paid time off, paid holidays, family planning benefits and various wellness programs, eligibility to participate in an annual discretionary incentive program, etc.

Responsibilities:

• Provide high-level executive administrative support to 1 Partner, 2 Principals, an Operating Executive, and an Associate within the Investor Relations department.
• Proactively manage and maintain calendars, contacts, and tasks (primarily using Microsoft Office); schedule and coordinate extensive internal and external meetings and events, including tracking attendance, registering and greeting guests, ordering, setting up and taking down catering in meeting rooms, etc.
• Coordinate complex and ever-changing domestic and international travel arrangements, which include flights (commercial and private), car service, dinner reservations, internal and client meetings, visas, events, etc. This also includes checking managers into flights, tracking flights (and weather), and troubleshooting travel problems, if they arise, including after hours or on weekends, as needed.
• Book conference rooms, make lunch/dinner reservations, plan team events, and assist with team conferences.
• Review, edit, and complete expense reimbursement reports (which can involve appropriate foreign currency conversions) primarily using Concur; work with AP for timely payments and track reimbursements.
• Perform general administrative and office tasks, including, but not limited to, preparing correspondence, organizing files, handling data entry, maintaining contact lists and process documents, archiving, preparing, and printing pre-meeting materials for review, etc.
• Provide general administrative and office support as requested (assist with incoming phone calls, moderate copying/filing/faxes, etc.).
• Prepare, print and, where necessary, ship presentation materials to ensure such materials are available for team onsite and during travel.
• Collaborate with IT (in a remote office) to ensure that audio/visual components are set up and functional in advance of meetings.
• Order supplies for the office and retrieve guests/deliveries from office reception.
• Assist with special projects as needed; proactively anticipate work assignments whenever possible.
• Maintain confidentiality of all sensitive and confidential issues.
• Build strong professional relationships with colleagues in all offices worldwide.

Required Qualifications:

• At least 5-7 years of applicable high-level executive administrative experience supporting senior professionals within financial services and/or a professional, corporate environment.
• Bachelor’s degree strongly preferred/required.
• Excellent Microsoft Office Skills (including Outlook, Word, PowerPoint, and Excel).
• Knowledge in CRM database (DealCloud) a plus.
• Roadshow experience is a plus.
• Willingness to work in the NY office at least four days each week (with flexibility when needed on Fridays).
• Highly organized, proactive mindset, and willingness to go the extra mile.
• Ability to prioritize effectively and juggle multiple urgent tasks.
• Works well under pressure (with deadlines).
• Ability to work independently with minimal supervision and strong follow-through skills.
• Excellent written and verbal communication skills .
• Strong attention to detail.
• Collaborative/teamwork attitude and skills a must.
• Maintain a positive attitude in a fast-paced work environment.

​​​​​​​If you meet the required qualifications and are interested in this role, please apply today.

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