Asset & Wealth Management, Alternatives Investing, Administrative Assistant, Dallas

Administrative Support For Managing Director & Vice President Investors

Provide high-level, proactive administrative support to a complex team of Managing Director & Vice President Investors. This role requires a high degree of multitasking, discretion, and the ability to navigate a dynamic corporate environment.

Job Summary & Responsibilities:

• Provides dedicated & dynamic administrative support to multiple investors across our Alternatives Investing sleeves, including our impact investing business the Urban Investment Group.
• Proactively coordinate and maintain complex and extremely dynamic calendars including coordination of senior-level internal/ external meetings and conference calls, strategically prioritizing meeting requests and all related logistics.
• Anticipate potential calendar conflicts and engagements, while proactively resolving all scheduling challenges. Responds and follows up on client requests in a timely manner.
• Handles highly confidential and sensitive client information with the utmost discretion.
• Manages a high volume of phone calls and interacts with high-level business leaders and clients in a professional and effective manner.
• Coordinates all travel arrangements, both domestic and international, including visa procurement and other requirements
• Meticulously process and track expense reports in a timely manner, reconciling credit card statements or related expenses in compliance with company policy
• Prepares and distributes correspondence, agendas, letters, reports or other documents as requested
• Supports general office administrative duties (ticket distribution, copying, filing, faxing, archiving, supplies, etc), ad-hoc projects, facilities management and/or event planning as requested.
• Organizes and ships materials to clients as needed; tracks delivery and confirms receipt when appropriate.
• Partners with conference, catering, and other event vendors to support client engagements as needed.
• Maintains understanding of firm policies and can handle certain issues independently.

Qualifications:

• Experience supporting multiple executive(s) in a complex environment, preferably in financial services, private sector or government.
• Demonstrated ability to manage multiple priorities, anticipate needs, and proactively adapt to rapidly challenging demands.
• Ability to exercise excellent judgment and discretion in dealing with confidential material or handling highly sensitive information.
• Requires excellent interpersonal and communication skills, both written & verbal. Ability to display a consistent, professional degree of communication.
• Extreme attention to detail and organizational skills, with ability to prioritize tasks.
• Highest degree of integrity, professionalism, and diplomacy is required.
• Strong proficiency in MS Word, Excel, PowerPoint and Outlook is required.
• Familiar with expense platforms such as SAP Concur
• Supportive team player with a positive attitude.
• Ideal candidate has at least 5+ years of experience.

This role is fully onsite in the Downtown Dallas office.