Executive Assistant

Overview

• Provide high-level administrative support to the Business Development team, including the Managing Director, in a dynamic, fast-paced environment.
• Manage complex schedules, communications, and logistics with precision and professionalism across multiple time zones.
• Coordinate internal and external meetings, ensuring seamless execution and effective communication.
• Assist with event planning, presentation materials, and client meeting preparations to support business development initiatives.
• Liaise with international team members and executive assistants in global offices for coordinated efforts.
• Handle sensitive and confidential information with discretion and maintain professionalism under pressure.
• Support onboarding processes for new hires, ensuring smooth integration into the team.
• Represent the firm with professionalism and adaptability to shifting priorities and demands.

Key Responsibilities & Duties

• Assist North American Business Development staff with expenses, travel bookings, conferences, meeting logistics, and event planning.
• Provide direct support to the Managing Director, including calendar management and scheduling across time zones.
• Coordinate internal meetings for fundraising efforts and client meetings in New York.
• Take minutes for Business Development meetings and circulate post-meeting summaries as needed.
• Prepare and coordinate presentation materials for conferences and client engagements.
• Manage sensitive information with discretion and professionalism, ensuring confidentiality.
• Communicate effectively on behalf of the executive, both verbally and in writing.
• Support ad hoc projects and initiatives to enhance team efficiency and effectiveness.

Job Requirements

• Bachelor’s degree preferred, ideally in a related field.
• Minimum of 5 years of executive-level administrative support experience, preferably in financial services.
• Proficiency in Microsoft Office Suite and calendar/email systems like Outlook or Google Workspace.
• Exceptional organizational and time management skills to handle competing priorities effectively.
• Strong attention to detail with the ability to maintain a broader perspective.
• Excellent verbal and written communication skills, with a poised and professional demeanor.
• Demonstrated ability to exercise sound judgment, discretion, and confidentiality.
• Prior experience in event planning and supporting IR/marketing/BD functions is highly advantageous.