Responsibilities

• Extensive coordination and scheduling of complex internal and external meetings and conference calls, video conference meetings utilizing Outlook calendar for senior level Professionals; includes arranging for any catering and document distribution
  • Prioritize complex Google Calendar items on behalf of senior level Professionals, informing them of meeting changes and keeping them on schedule throughout the day
  • Schedule meetings and conference rooms as necessary
  • Coordinate all aspects of domestic and international travel (air, ground, and lodging), both business and personal; manage payment and maintain real time tracking of meeting and itinerary changes
  • Organize and create cash and expense reports using Expense system
  • Answer phones, screen calls, and take messages as appropriate
  • Greet external visitors upon arrival to the office and registering with Building Security.
  • Manage copy/print jobs that will entail high volume output, binding , and distribution to relevant recipients
  • Work closely in collaboration and partnership with peer EA team members by providing back-up support. Includes:
  • Covering lunch breaks and out of office absences (Sick/Vacation)
  • Providing administrative assistance to their primary professionals, including managing inbound calls, preparing documents, coordinating meetings etc.
  • Assisting with overflow needs

Qualifications

• Education: Bachelor’s degree strongly preferred,
• Experience Required: Minimum 5 years of experience as an Executive/Administrative Assistant supporting a team of professionals in a fast-paced environment
• General Requirements:
  • Effective prioritization of multiple professionals
  • Travel coordination;
  • Technical proficiency: programs used include, MS Word, Excel, PowerPoint, Outlook, Zoom, G-Suite
  • Participation in general administrative duties, ad-hoc projects
  • Experience in managing multiple calendars, scheduling appointments, and screening incoming calls
  • Background in financial services a plus