Executive Assistant

Executive Assistant

Executive Assistant

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Job Description

Administrative / Office Management / Clerical - Full-time

The Executive Assistant is an integral part of a dedicated and highly skilled team, responsible for providing outstanding customized service to our Clients.  Maintaining a high level of Client satisfaction is critical to the success of this position.  The individual in this role is responsible for providing executive support to the Vice President of Investment Management (“VP”), serving as the primary point of contact for internal and external constituencies.

DUTIES & RESPONSIBILITIES:

Executive Assistance:

  • Complete a wide variety of administrative tasks, including managing calendars; composing and preparing correspondence; arranging travel plans, itineraries, and agendas.
  • Plan, coordinate and ensure schedules are followed and respected; confirm appointments and meetings in advance.
  • Arrange, schedule, and set up conference calls and meetings.
  • Create presentations and other meeting materials using various software.
  • Manage and maintain electronic systems, records, and contacts; assist with tracking, reporting, and document completion.
  • Research, prioritize, and follow-up on incoming issues and concerns; at times, assist in the appropriate course of action, referral, or response.
  • Provide a bridge for smooth communication between VP and internal office support, demonstrating leadership to maintain credibility, trust, and support with all staff.
  • Demonstrate professionalism and courtesy in representing the VP through interaction with internal and external colleagues, vendors, and partners.
  • Work closely and effectively with the VP to inform them of upcoming commitments and responsibilities, following up appropriately.
  • Assist with projects and follow-through to successful completion.
  • Prioritize conflicting needs; handle matters efficiently and proactively.

Other:

  • Work with other administrative staff to coordinate meetings and projects.
  • Assist and support team members, as requested, that report to the VP.
  • Effectively collaborate and communicate with others; demonstrate a desire to be part of a team.
  • Exercise sound judgment and an appropriate sense of urgency.
  • Complete other projects as assigned.

REQUIREMENTS:

  • At least 3-5 years of experience supporting leaders.
  • Bachelor’s degree preferred.
  • Exceptional attention to detail.
  • Proficiency in MS Office products.
  • Strong organizational skills with the ability to multi-task and meet commitments.
  • Strong interpersonal skills and the ability to build relationships with internal and external staff and people outside the organization.
  • Proven track record of providing outstanding customer service with a professional, tactful demeanor.
  • Forward thinking; someone who actively seeks opportunities and solutions.
  • Uncompromised commitment to the highest level of confidentiality and sensitivity to privacy in all aspects.
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