Executive Assistant

**Position will be 4x a week on-site minimum, with potential to be there 5 days**

POSITION OVERVIEW

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This position sits within the Hedge Fund Solutions Group (New York City office) and involves administrative support for a large team of investment professionals situated in the New York and West Conshohocken office

s.
R

ole Becoming familiar with all firm policies and procedures related to expenses and travel including monetary thresholds and required approv

als Coordinating travel schedules, arrangements and agendas in preparation for on-site and off-site meetings, conferences and eve

nts Coordinating on-site client meetings, including room reservations, catering, day of logistics, e

tc. Submitting, maintaining and monitoring expense reports through Concur system to ensure timely settlement of expen

ses Processing external vendor payments through Smaart sys

tem Obtaining approvals for firm absorbed costs through internal MSMER sys

tem Providing telephone coverage, including responding to inquiries, properly routing calls and taking detailed messag

es. Use of excellent judgment with both internal and external clie

nts Managing and maintaining the confidentiality of highly sensitive information as it relates to firm, staff, and clie

nts Heavy calendar monitoring, management and schedul

ing Back-up coverage for administrative team colleague(s) during planned or unplanned absences from the office or as necess

ary Reviewing and prioritizing incoming emails and taking appropriate action. Performing related duties as assig

ned Ability to coordinate, and manage to completion, special projects as assig

ned Advanced experience in making domestic and international travel arrangements including procuring visas (with assistance from Brokerage travel desk), currency exchanges, arranging ground transportation, e

tc. Coordinating complex and extensive meeting schedules by previewing participant availability and proposing and adjusting days/times as nee

ded Adept with working out travel logistics (e.g. planning real travel time between meetings, hotels and airpor

ts) Documentation Management including coordinating, streamlining and properly recording important documents and fi

les Assist with onboarding and off boarding all employees (e.g. new hires including permanent, temporary employees and interns as well as those departing the Fi

rm) Facilitating execution of legal documents to be signed by various offic

ers Ad hoc project w

ork
Qualificat

ions Prior administrative or related experience at the executive level is essen

tial Flexible and proactive attitude with the willingness to take on new and ad hoc proj

ects Highly service-oriented and detailed-oriented individual with the ability to work well both independently and collaborati

vely Highly trainable with ability to learn new, proprietary systems pretty qui

ckly Strong ability to manage multiple priorities and take independent initiative for action within areas of responsibility including escalating matters where neces

sary Experience within a Financial Services environment prefe

rred Excellent written, verbal, and interpersonal communication sk

ills College degree manda

tory Proficiency with all Microsoft Office soft

ware Adaptability to new challenges as the team and business complexity continues to ev