Executive Assistant

Executive Assistant

Gen II Fund Services is seeking an all-star Executive Assistant (EA) to support several members of its senior leadership team in our New York headquarters. The ideal candidate is a self-starter, resourceful, organized, a good problem solver and can seamlessly handle a variety of administrative responsibilities and projects. This person balances the ability to be proactive and professionally completes tasks independently but also enjoys being a member of the C-suite admin team

Primary responsibilities:

• Day-to-day administrative support for a minimum of three senior executives
• Maintain complex and detailed calendars including acting as a gatekeeping and prioritizing demands on the executive's time
• Format and help proofread communications
• Generate and meticulously edit proposals, agreements, pitch books and other documents
• Export, manipulate and format data in excel
• Coordinate logistics of both internal and external meetings including setup and take down of audiovisual equipment for meetings and trainings
• Organize complex travel arrangements including international travel
• Process expenses through the firm's travel and expense system
• Communicate effectively and collaboratively with internal staff, leadership, and clients in a professional manner
• Maintain and update digital filing system (Box)
• Handle regular activities proactively and advise leadership, in advance, of issues or delays
• Assist in editing and preparing spreadsheets and presentations including printing and binding for client and internal meetings
• Lead and coordinate ad-hoc projects as requested
• Work cooperatively and in partnership with administrative team to back up and support each other
• As necessary, help provide rotating front desk relief coverage for receptionist during her lunch periods and PTO

Job requirements, skills, education and experience:

• 5+ years of administrative experience required, ideally for more than one C-suite executive
• Associates or college degree preferred
• Finance industry experience preferred but not required
• High proficiency in MS Office including Microsoft Word, Outlook, PowerPoint, and Excel
• "People person" with a client service mentality who likes to engage with others
• Ability to multitask. Be thorough, process and detail oriented with ability to complete tasks with minimal errors in a timely manner
• Strong communication skills, professional presence, superb organizational skills and experience dealing with confidential information (NDA required)
• Excellent writing and analytical skills
• Comfortable working in a fast-paced and dynamic office environment
• Flexible, responsible, dependable, patient, and efficient

Office requirements:

• 3 days/week in office (days TBD), 2 days remote with flexibility to come in additional days as needed (Fridays generally remote)
• Hours: 9am - 6pm with 1 hour lunch overtime and flexibility as needed to meet business demands (overtime is generally kept to a minimum)
• The role reports to the Director, Administration with dotted line reporting to the executives supported.

The salary range for this position is $90,000-$105,000, in addition to a discretionary bonus and comprehensive benefits package. Please note that the actual salary offered within that range will depend on the candidate's experience level.