Provide administrative support for members of the team
Schedule internal and external meetings and conference calls; coordinate room bookings, luncheons, etc.
Anticipate full range of needs for client visits and coordinate internally as appropriate
Provide phone coverage for entire team as needed
Answer, screen and route high volume of time sensitive phone calls; communicate accurate and detailed messages
Coordinate travel arrangements, including flight, hotel and ground transportation
Apply for Visa’s where needed for travelers
Serve as key liaison for the team with internal groups and support areas across the firm
Maintain, organize and review calendar entries for team members
Process business expenses for the team and perform monthly reconciliation of the team’s corporate card statements
Maintain and manage the log of annual general partner meetings and other industry conferences
Register team members to conferences and events as applicable and coordinate all associated logistics
Coordinate print jobs with internal or external printers, as applicable
Maintain office supplies
Liaise with IT on video conference set up’s when needed or other matters requiring IT support
Assist in yearly archiving for the office
Temporary cover for other team Executive Assistant as necessary
Required Knowledge, Skills, and Abilities
Experience as executive or support assistant or other related relevant experience within the financial services industry. Ability to perform in fast paced environment. Ability to effectively work with senior level individuals throughout the firm. Excellent organizational skills. High level of attention to detail. Strong time management skills; ability to prioritize multiple tasks efficiently. Resourceful and able to handle multiple and changing priorities. Proactive in following up on details, anticipating issues, and closing loops on all requests. Must have excellent manners on the phone and in person, and a strong customer service focus in an intense work environment. Ability to exercise discretion when managing confidential information. Must be teamwork oriented and also be able to work independently with minimal guidance. Proficiency in Microsoft Office (e.g. Excel, Word, PowerPoint, and Outlook).