Executive Assistant to CEO

New York, New York • $85,000 - $100,000

About the company:

Our client is one of the world’s leading alternative investment firms headquartered out of Manhattan

Summary:

This position will assist in day to day operations for an exciting and dynamic firm, and act as the personal gatekeeper to the CEO. This person will support an ever-changing complex calendar and communicate with internal and external departments and teams. The ideal candidate will have 4-6 years administrative assistant experience with at least two years supporting a C-Level Executive. The candidate will also possess strong interpersonal skills; excellent attention to detail; and strong oral and written communication skills. Additionally, to be successful, the right candidate must be a team player with strong customer service orientation.

Responsibilities:

  • Acts as “gatekeeper” coordinating an ever-changing calendar managing and prioritizing the executives schedule to ensure efficiency.
  • Assists the executive with preparation of meeting materials, fields incoming calls, coordinates travel arrangements (both domestic & international) and manages expense reports.
  • Assist in the set up and coordination of meetings (A/V, room scheduling, etc.), ordering supplies, and greeting visitors.
  • Researches, prioritizes, and follows up on incoming issues and concerns, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response and gets critical issues in front of the CEO.
  • Acts as a liaison providing smooth communication between the CEO and internal departments; while also maintaining credibility, trust and support with external teams.
  • Ability to complete projects efficiently, proactively following up to ensure successful completion, and meet deadline pressures.
  • Arrange and schedule meetings & events, including coordinating the agenda, preparing any meeting materials and handling logistics.
  • Assists with creation/modification of presentations, spreadsheets, and other various documents as needed.

Knowledge and Skills:

  • College Degree required
  • Minimum 4 years related experience as an Executive Assistant
  • Demonstrable capability in supporting senior executives within a fast moving organization
  • Thorough knowledge of Microsoft Office (Outlook, MS Excel, Word and PowerPoint).
  • Ability to handle and research ad-hoc projects as assigned
  • Experience coordinating complex international travel
  • High level of professionalism and confidence in dealing with all levels of staff (including senior executives and 3rd parties)
  • Must have excellent communication and interpersonal skills including letter writing and excellent telephone manner
  • Independent Thinker – must be able to work effectively with the minimum of supervision
  • Must maintain a high level of confidentiality and understand the importance of dealing with sensitive information and communications.
  • Ability to plan and manage a complex schedule several months ahead of time
  • Strong sense of initiative with the ability to multitask, and anticipate needs before they arise
  • Ability to thrive in a dynamic, fast-paced, deadline-driven environment
  • Willingness to be connected after hours and work overtime on an as needed basis.

Preferred Requirements:

  • Bachelor’s degree
  • 4-6 years of experience in administrative support (with at least two years of C-Level support experience)
  • Strong Microsoft Office skills, especially with Excel and Outlook are required

 

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