EA to Team of Partners

New York, NY

Posted: 08/23/2023 Employment Type: Permanent Job Title: Executive Assistant Job Number: KN#20199 Pay Rate: 110,000-125,000

Job Description

Global Asset Management Firm - Midtown Manhattan - 2500+ People

EA to Multiple Executives in Financial Investment and Strategy Group

Schedule: 9am-6pm + OT as needed

$110,000-125,000 base, paid OT, bonus eligible


Primary Responsibilities

• Arrange complex travel plans and compose detailed itineraries, obtain necessary travel documents, and visa coordination

• Schedule and organize meetings, conferences and off-sites including all related logistics

• Process expenses for executives, including American Express and Out of Pocket expenses using Concur

• Screen a large volume of incoming calls and greet guests in a professional and courteous manner

• Prepare and edit relevant materials for team, including Word Documents, and Excel Spreadsheets

• Establish, develop, maintain and update filing system

• Handle recruitment coordination and logistics for new employees on the team

• 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

• Perform other related general administrative tasks for executives as assigned and required

• Use US Mail, FedEx, and other services to send and track priority mail

• Coordinate closely with team and other assistants to provide phone coverage and back-up assistance

• Allocation and coding of invoices using PeopleSoft system as needed

• Facilitate vendor onboarding process 

Job Requirements

Qualifications and Experience

• Bachelor’s Degree or seven 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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