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Executive Assistant

  • Location: New York, NY
  • Job Type: Direct Placement
  • Ref No: 19-04260
  • Date: July 10, 2019
  • Job title:



Scott Smith

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Job Description - Executive Assistant

An International Financial Organization is seeking an exceptional Executive Assistant to support the Chief Operating Officer. The successful candidate will have extensive experience with Executive Assistant responsibilities, concise communication, strong initiative, and interpersonal skills, as well as excellent organizational abilities. Needs to have Finance, Investment, HedgeFund, or Private Equity experience in a current/previous role. This position is located in New York and will require travel to Darien, CT (upwards of 2x per month) and occasionally the Chicago office.

Specific Responsibilities Include:

  • Manage clerical, administrative, organizational, and related matters including coordinating calls and meetings, maintaining office organization, arranging travel and entertainment, and processing invoices and expense reports in Concur
  • Answer multiple telephone lines for COO and team. Able to professionally relay appropriate information to callers as directed, route calls to other persons as necessary, and ensure that messages are received and conveyed promptly
  • Proactively organize materials for calls, meetings, and travel, providing participant profiles for COO if needed
  • Coordinate with Chief of Staff (COS) to manage COO calendar, including meeting/call preparation, ensure necessary participants have been invited and have accepted, prepare agenda in advance, arrange meeting facilities, coordinate with other participants and/or information presenters, as well as act as recording secretary and prepare action minutes if applicable
  • Work closely with COS to remain apprised of schedule and upcoming COO commitments
  • Assist with internal/external meetings and conference presentation preparation by coordinating media/materials
  • Manage all travel arrangements, both domestic and international: prepare itinerary/trip file; apprise other staff as necessary; coordinate hotels/meetings/meals; complete expense reports in Concur
  • Mindful of deadlines on incoming requests and take action or ask for direction as needed and apprise COS of matters that require immediate COO attention or follow-up
  • Compose correspondence and other documents upon request
  • Tech savvy with Microsoft Outlook, Excel, and Visio org charts
  • Able to respond to emails and requests of COO to ensure appropriate and timely communication to internal/external parties
  • Perform other related duties as needed

Skills & Experience Required:

  • Bachelor’s degree
  • Minimum of three years related Executive Administrative Assistant experience in a financial services environment
  • Ability to multi-task and work in a fast-paced environment juggling a lot of demands. Prioritization skills are a must-have
  • Advanced computer skills to include, but not limited to Microsoft Office Suite; Outlook and Excel proficiency is a requirement
  • Knowledge of Concur is a plus, if not Concur, must have previous experience with Expense Reporting tools
  • Exceptional time management skills and ability to adhere to the fluid and flexible nature of the calendar in order to keep COO on schedule for meetings/calls throughout the day
  • Constant and active time management of professional’s daily meetings and calls
  • Excellent interpersonal, organizational, communication and problem-solving skills
  • High level of attention to detail and accuracy and exceptional ability to multi-task
  • Organized, detail oriented and extremely thorough while having the confidence and communication skills to ensure work processes are completed accurately and appropriately
  • Must be hands-on and be willing to roll up their sleeves to perform any and all responsibilities needed to ensure success
  • Ability to succeed in a fast-paced and entrepreneurial environment, with a willingness to share in both the "big picture " thinking and organizational tasks
  • Must be reliable and available to work nights and/or weekends, the position is overtime eligible
  • Located in New York office with periodic travel to Darien, CT and occasionally Chicago


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