Wall Street Personnel

Executive Assistant – Investment Group

The Assistant provides administrative support to a team of executives within the Investment Team. Responsibilities include, but are not limited to, general, administrative, and/or project-based work. The position may also require providing additional support to other members of the team.

  • Schedule and organize meetings, conferences and off-sites including all related logistics/materials – pro-actively address conflicts and exercise strong judgment based on priorities, seeking guidance as needed
  • Arrange complex travel plans and compose detailed itineraries, obtain necessary travel documents and visa coordination
  • Screen incoming calls and greet guests in a professional and courteous manner
  • Update DealCloud with relevant meetings
  • Prepare and edit relevant materials for team, including Word Documents, and Excel Spreadsheets
  • Allocate and process expenses for executives, including American Express and Out of Pocket expenses using the Concur expense management system
  • Handle recruitment coordination and logistics for new employees on the team
  • Coordinate closely with team and other assistants to provide phone coverage and back-up assistance Compose strategic communications such as letters, memos, invitations, agendas and correspondence related to all projects and on behalf of executives.  Edit for accuracy and clarity of final copy; proofread for spelling, grammar, format for consistency and make the appropriate changes
  • Manage work priorities independently and respond to business outside of normal business hours as needed
  • Establish, develop, maintain and update filing system
  • Use US Mail, FedEx, and other services to send and track priority mail
  • Perform other related general administrative tasks for executives as assigned and required

Qualifications & Experience

  • Bachelor’s Degree or five or more years of administrative assistance experience or training, or equivalent combination of education and experience
  • Ability to thrive in a fast-paced and rigorous work environment; demonstrated ability to prioritize competing demands and meet deadlines
  • Strong initiative and ownership of responsibilities – Must demonstrate a proactive, positive attitude towards given tasks, plan ahead for potential issues and take appropriate action
  • Exemplary interpersonal skills necessary to handle sensitive and confidential situations. Role continually requires demonstrated poise, tact and diplomacy
  • Superb written and verbal communication skills.  Strong attention to detail when composing and proofing materials required
  • Team-oriented and collaborative attitude is a must
  • Extensive knowledge of Microsoft Outlook and proficient in Excel, Word and PowerPoint
  • Working knowledge of office administrative procedures and operating standard office equipment
  • Experience in the finance industry is preferred but not required

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