Administrative Executive Assistant

Overview:

Company seeks a Floater Administrative Assistant in our global investment firm. The Floater will provide coverage in the firm’s investment and client departments based on the administrative needs of both business areas. The floater position is intended to fill in for colleagues who are absent, assist with peak workloads, cover open positions, and contribute to special projects. The ideal candidate will possess strong multi-tasking skills and excellent attention to detail along with outstanding service-orientation and mature judgment. This individual will be a team player with a strong work ethic and the ability to prioritize in a deadline driven environment.

Keys to the Position:

·        The team is ideally seeking a candidate with at least 2 years of experience. They will also look at those with less experience, but have had prior work experience in an administrative and/or professional setting and have strong communication and organizational skills, as well as a high level of professional maturity.

·        Strong Outlook and calendar management skills are required for this role. Direct calendar support experience (managing someone else's calendar) is also required. Candidates who have supported multiple individuals in a busy, fast paced environment will be viewed favorably.

·        Polished, professional, and articulate. This person will be working with high level individuals and will need to communicate effectively.

·        In addition to top notch communication and presentation skills, the ideal candidate will have a demonstrated interest in the firm and work client does.

·        Core responsibilities for the role include heavy calendar management, domestic and international travel coordination, preparing materials and coordinating logistics for team meetings, and more.

·        Strong organization skills are a must have. Being flexible, adaptable, and proactive are critical for success in the role. Other successful candidate qualities include a strong level of engagement and someone who is eager to learn.

Responsibilities:

Duties will include, but are not limited to:

·        Proactive calendar management

·        Domestic and international travel itineraries and arrangements

·        Extensive logistical coordination of meetings with various constituencies

·        Producing various detail-intensive materials including client reporting, presentation materials, meeting prep packets, etc.

·        Handling daily mail, file systems, expense reporting, etc.

·        Supporting various projects including assistance with special events and visitors

·        Developing and maintaining strong, collaborative relationships with multiple internal and external constituencies

·        Other duties as assigned

Qualifications:

·        Minimum of 2 years’ experience within an administrative role in a professional services organization

·        Experience in the investment management industry will be viewed favorably

·        Exposure to global contexts, whether professionally and/or personally, will be viewed favorably

·        Advanced proficiency in MS Office with an ability and desire to learn new technology to drive efficiencies

·        Demonstrated strong detail orientation, diligence and overall high work quality

·        Excellent organizational, multi-tasking and prioritization abilities

·        Proactive problem-solving skills and an anticipatory mindset

·        High level of reliability, professionalism and discretion

·        Ability to work under deadlines and to accommodate last-minutes changes

·        Positive, can-do attitude; Flexibility; Sense of humor