Executive Assistant

Overview

• Provide high-level administrative support to the CIO and Alternative Investment Department, ensuring seamless operations and effective communication.
• Coordinate complex domestic and international travel arrangements, including visas, passports, and itineraries.
• Manage strategic calendar scheduling for business and personal matters, optimizing efficiency and prioritizing appointments.
• Prepare meeting agendas, documents, and follow-ups to ensure effectiveness and alignment.
• Act as a gatekeeper, representing the team and managing multiple requests with professionalism.
• Support ad-hoc projects and contribute to the synergy of the administrative team.
• Maintain confidentiality and discretion when handling sensitive information and tasks.
• Collaborate closely with the administrative team to ensure comprehensive support across functions.

Key Responsibilities & Duties

• Deliver strategic calendar management for the CIO, coordinating global meetings and prioritizing tasks.
• Arrange complex travel itineraries, ensuring efficiency and alignment with preferences.
• Prepare meeting agendas, documents, and in-office setups, ensuring readiness and effectiveness.
• Monitor deadlines, follow up on action items, and ensure timely completion of tasks.
• Provide administrative support to the Alternative Investment Department with diligence and accuracy.
• Support frequent client-based trips and visits, ensuring smooth logistics and coordination.
• Handle ad-hoc projects and requests, contributing to the team's overall efficiency.
• Collaborate with the administrative team to cover vacations and ensure uninterrupted support.

Job Requirements

• Bachelor’s Degree required, preferably from a strong educational background.
• Minimum 5 years of experience as an Executive Assistant, supporting C-level executives.
• Exceptional organizational skills with the ability to multitask and prioritize effectively.
• Proactive mindset, anticipating needs and acting with urgency to support executives.
• Strong calendar management skills, optimizing schedules and creating bandwidth for strategic activities.
• Excellent communication skills, interacting professionally with stakeholders at all levels.
• Flexibility and adaptability to changing priorities, adjusting schedules and tasks as needed.
• Proficiency in Microsoft Office Suite, Concur, Egencia, and other relevant platforms.