Executive Assistant

Executive Assistant

Contract

Duration: 1 year with extension

Rate: $33.33/hr w2 without benefits

**On-site role minimum 4 days a week in the office**

Interviews will be over Zoom

Basic Purpose:

The Administrative Assistant is an integral part of North America Sales leadership team. This is a great entry point for an early career professional who wants exposure to how a high-performing sales organization operates. You’ll work closely with senior leaders, build strong business and communication skills, and contribute to day-to-day execution that keeps the team running smoothly. Success in this role comes from being organized, curious, proactive, and comfortable juggling priorities in a fast-paced, collaborative environment.

Primary Responsibilities:

• Provide day-to-day administrative support, including travel coordination, expense reporting, calendar management, and team meeting logistics (agendas, notes, and follow-ups as needed)

• Coordinate all aspects of travel, including booking flights, hotels, and car service; preparing itineraries; and supporting international travel requirements as needed

• Manage calendars in Outlook by scheduling meetings and conference calls, resolving conflicts, coordinating rooms, and supporting video conference setup and materials

• Prepare and submit expense reports in a timely manner; follow up on discrepancies and missing receipts to keep records current

• Handle additional administrative tasks such as maintaining and distributing reports, managing distribution lists, submitting technology requests, preparing copies, ordering office supplies, coordinating equipment needs, routing mail/packages, and greeting guests

• Support internal business initiatives and help produce polished, high-quality documents and presentations

• Assist the team with onboarding and offboarding activities for employees

• Process invoices and create funding requests using internal platforms

• Help coordinate client gifts, meal reservations, and team events to support relationship-building and culture

• Support ad hoc projects and provide backup coverage for other administrative assistants, as needed

• Other duties may be assigned to meet the business needs

Job Requirements:

Bachelor’s Degree, Associate’s Degree, or equivalent experience

• Prior administrative or coordinator experience preferred

• Investment management industry experience preferred but not required

• Comfortable supporting multiple professionals with calendar scheduling and travel coordination

• Strong organization, attention to detail, prioritization skills, and reliable follow-up

• Excellent written, verbal and strong interpersonal communication skills

• Proficiency with Microsoft Word, Excel, PowerPoint, and Outlook; interest in building presentation/document skills is a plus

• Familiarity with Concur, SharePoint, and Ariba is a plus (training can be provided)

• Flexible attitude with the willingness to take on new assignments