Prominent Global Investment Firm seeks EA to Global Head of Investor Relations

New York, NY

Posted: 12/07/2022 Employment Type: Permanent Job Title: Executive Assistant C-Level Job Number: MT-JO#17708 Pay Rate: 115-120K Base salary, non-exempt, bonus eligible

Job Description

The principal responsibility of this position is to provide executive administrative support to the Global Head of Investor Relations and Senior Executives within Investor Relations. This Executive Assistant will also serve as the lead EA within our Investor Relations department. 

Primary Responsibilities  

  • Calendars: Maintain calendars, contacts and tasks (primarily done through Microsoft Office); schedule and coordinate internal and external meetings; ordering catering for any meetings requiring breakfast/lunch/refreshments 
  • Travel: Coordinate complex, multi-leg domestic and international travel arrangements, which include flights, car service, dinner reservations, colleague and client meetings etc. This also includes troubleshooting travel problems, if they arise, when team is traveling, and rescheduling based on last-minute changes 
  • Expenses: Review, edit and complete expense reports; work with AP for timely payments and track reimbursements
  • Phones: Answer and monitor supervisors’ telephone calls.  Respond to/resolve immediate questions to dispose of matters to conserve supervisor’s time which requires displaying diplomacy with individuals of all levels
  • Investor Relations: Maintain CRM; periodic communication with investors to obtain information for correspondence; organize and maintain thorough filing system for all investors and potential investors managed by Fundraisers  
  • Signatures: Facilitate getting signatures and sending-back to counterparties outside the firm, specifically with respect to confidentiality agreements
  • Office Support: Order supplies preferred by team; retrieve guests/deliveries from lobby
  • Invoicing: Submit any invoices on behalf of the team  
  • Presentations: Edit PowerPoint presentations for investor presentations; obtain appropriate information as needed from various sources across the form
  • Subscriptions: Manage research subscriptions; order subscriptions for team 
  • Conferences: Manage attendance to conferences and membership to business organizations 
  • Printing: printing materials for team meetings; regularly printing/binding large volume materials when required 
  • Research: On occasion only, provide internet research support 
  • General: Assist with special projects as needed; pro-actively anticipate work assignments whenever possible; prepare and proofread general correspondence including emails, letters, memos, faxes, and reports;
  • Leave reporting: maintain PTO leave for entire team and submitting quarterly report to Payroll 
  • Maintain confidentiality of all sensitive and confidential issues; and  
  • Other reasonably related duties as assigned (light PA work)

Requirements

  • College degree preferred 
  • Excellent in Microsoft Office (Outlook, Word and PowerPoint) 
  • Proficient with Concur and PeopleSoft 
  • Knowledge in CRM database a plus 
  • Strong organizational skills and attention to detail 
  • Ability to work independently with strong follow-through skills 
  • Excellent communication skills – both verbal and written 
  • Flexibility to juggle an extensive degree of multiple and changing priorities 
  • Collaborative/teamwork attitude and skills a must 
  • Maintain a positive attitude in a fast-paced work environment  

Hours/Benefits: Non-exempt; Bonus eligible; Hybrid 3 in/2 WFH, with flexibility depending on the needs of the executives; Excellent benefits.

 

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