Executive Assistant

Executive Assistant

Manage heavy calendaring and travel coordination for a team, supporting three individuals with potential back-up coverage for other Executive Assistants.

Coordinate international roadshow travel logistics, ensuring smooth execution from planning to completion.

Act as the primary liaison between partners and clients, addressing their needs and ensuring seamless communication.

Oversee event staff coordination and management for conferences, contributing to successful event execution.

Collaborate with various business units to maintain alignment with company standards and objectives.

Review incoming mail and/or email, prioritize and summarize content, and process replies on own initiative or from Executives' notes and directives.

Compose, draft, proof, edit, and finalize correspondence including e-mail and other documents.

Handle planning logistics for domestic and international trips; provide detailed itineraries, agendas, directions, and backup materials; prepare expense reports in a timely manner ensuring accuracy and submit in accordance with Firm policy.

Manage and monitor Executives' calendars and anticipate where problems might arise regarding calendar, meeting preparation, needs of executives involved, requests for meetings and telephone calls; communicate potential and/or confirmed changes to involved parties immediately.

Schedule and coordinate meetings and Executive events, inform attendees of dates and time, reserve meeting space, ensure the appropriate equipment/materials are available, coordinate hospitality services as needed.

Liaise with portfolio organizations, investors, guests, and all company personnel in a professional and courteous manner adhering to company culture and values statements.

Act in discreet and professional manner with others; sensitivity to the confidential nature of the Firm's business and consistently uphold such confidences, using this information only in the course of performing your job for the company.

Act as a team player, including taking on additional tasks to support colleagues and the Firm and offering to help before being asked.

Eight plus years' experience as an Executive Assistant; college degree.

Ability to manage highly sensitive, confidential information with complete discretion.

Ability to manage a high volume of work, multi-tasking and prioritizing tasks and projects according to what is most time-sensitive.

Excellent written communication and research skills.

Extensive experience managing complex and fluid calendars.

Excellent organizational skills to support the productivity of the whole team (i.e. filing systems, trackers, contacts).

Critical thinker; excellent judgment; proactive and able to anticipate Executive's needs.

Team player capable of working with internal and external stakeholders in a way that reflects the Firm's core values and principles (high integrity, apolitical, non-arrogant, commitment to excellence, treating others with respect).

Financial industry knowledge highly desirable.

Excellent writing, editing, and verbal communication skills.

Advanced computer skills using Microsoft Office Suite: Word, Excel, PowerPoint and Outlook; able to quickly and accurately produce/edit Excel spreadsheets and PowerPoint presentations.

Research savvy with extensive experience using online resources.

Excellent diplomatic skills; skilled at developing and maintaining personal, social, and business relationships representing the company in a professional manner.

Highly developed planning and organizational skills; able to anticipate change, adjust responses accordingly, and initiate steps to maximize resources toward a common objective.

Superior time management skills; critical thinker with strong attention to detail.

Axelon Services Corporation