Executive Assistant

Our client is seeking an executive assistant for the Hedge Fund Solutions Group, who provides high-level administrative support to a large team of investment professionals across the New York and West Conshohocken offices. The position requires strong organizational skills, attention to detail, and the ability to manage multiple priorities in a fast-paced financial services environment.

Key Responsibilities:

Administrative & Calendar Management

• Manage complex and high-volume calendars, including scheduling and prioritizing meetings
• Coordinate extensive meeting logistics across multiple stakeholders and time zones
• Review and prioritize incoming emails, taking appropriate action when necessary
• Provide phone coverage, route calls, and take detailed messages

Travel & Expense Management:

• Coordinate domestic and international travel arrangements, including flights, hotels, visas, and ground transportation
• Plan detailed travel logistics, accounting for timing between meetings and locations
• Submit, track, and manage expense reports through SAP Concur to ensure timely processing
• Maintain knowledge of firm policies related to travel, expenses, and approvals

Meeting & Event Coordination:

• Organize on-site and off-site meetings, conferences, and events
• Coordinate client meetings, including room bookings, catering, and day-of logistics
• Prepare agendas and ensure smooth execution of all scheduled events

Operations & Administrative Support:

• Process vendor payments through internal systems (e.g., Smaart)
• Obtain approvals for firm-related expenses via MSMER system
• Maintain and organize documentation, ensuring accuracy and confidentiality
• Assist with onboarding and offboarding of employees (permanent, temporary, and interns)
• Facilitate execution of legal documents requiring officer signatures

Team & Project Support:

• Provide backup support for other administrative team members as needed
• Manage and complete ad hoc projects and special assignments
• Maintain strict confidentiality of sensitive firm, employee, and client information

Qualifications:

• Bachelors degree required
• Prior executive-level administrative experience required
• Experience within financial services preferred
• Strong proficiency in Microsoft Office Suite
• Excellent written, verbal, and interpersonal communication skills
• Highly organized with strong attention to detail and ability to multitask
• Proactive, flexible, and able to take initiative in a fast-paced environment
• Ability to quickly learn new systems and processes
• Strong judgment and professionalism when interacting with internal and external stakeholders