Executive Assistant

Primary Responsibilities

• Manage scheduling and coordination of a high volume of internal and external meetings
• Handle calendar planning, resolve scheduling conflicts, and ensure teams are prepared, including arranging travel accommodations as needed
• Coordinate travel logistics through the internal travel department for Portfolio Managers and team members
• Maintain records of corporate access and broker interactions in internal databases
• Gather, organize, and maintain research reports, financial models, and company filings (quarterly and annual reports)
• Prepare and process expense reports for the team in a timely and accurate manner
• Build and maintain effective relationships with broker sales teams to optimize meeting planning

Required Skills & Qualifications

• Bachelor’s degree required
• 3–5 years of administrative experience, preferably in financial services (preferred but not required)
• Comfortable in a fast-paced, dynamic environment with the ability to adapt quickly to shifting priorities
• Strong proficiency in Microsoft Office Suite (Excel, Word, PowerPoint, Outlook)
• Excellent time management with the ability to prioritize multiple tasks under tight deadlines
• Exceptional organizational skills and attention to detail
• Strong sense of ownership and accountability
• Proactive approach to follow-ups and resolving issues; ensures closure on all action items
• Maintains confidentiality and exercises discretion across various teams and stakeholders
• Professional interpersonal skills; able to engage effectively with colleagues and senior leadership
• Collaborative and team-oriented, while also able to work independently
• Skilled at problem-solving and providing support to other administrative professionals as needed
• Strong written and verbal communication skills, including grammar and editing abilities

Position Summary

The ideal candidate is a proactive self-starter with a proven ability to work independently in a high-pressure, fast-paced environment. This role provides essential administrative and organizational support and requires someone who is resourceful, detail-oriented, and ethically grounded. The candidate should be intellectually curious, intuitive, and capable of managing multiple projects with minimal supervision while maintaining professionalism in all internal and external interactions.