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.

About The Company

Gen II Fund Services, LLC is one of the largest global independent private equity fund administrators, administering over $1.5 trillion of private capital on behalf of its clients with offices in New York, San Francisco, Boston, Raleigh, Dallas, Denver, Luxembourg, London, Southampton, Jersey, and Dublin. Gen II offers private fund sponsors a best-in-class combination of people, process, and technology, enabling fund sponsors to manage their operational infrastructure, financial reporting, and investor communications most effectively. The Gen II team is the most experienced and longest tenured team in the private equity fund administration industry, with broad expertise across buyout, funds of funds, real estate, energy, infrastructure, credit, co-investment, hybrid funds, feeder funds, venture capital, retail, and managed accounts.

All applicants applying to Gen II Fund Services, LLC must be legally authorized to work in the United States.

Key Facts:

• Administering over $1.5T in assets
• Servicing nearly every significant investor in the asset class
• Institutional grade infrastructure and SSAE 18 (SOC-1, Type 2) certification, ensuring confidence in our processes and operating model
• The most experienced and best performing team in the industry