Job Description

• 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).