Executive Assistant

Overview

• Provide administrative support to a dynamic infrastructure investment team, ensuring seamless operations and effective communication across global offices.
• Coordinate schedules, meetings, and travel arrangements for team members across multiple time zones, ensuring efficiency and accuracy.
• Handle expense reporting and reimbursement processes, adhering to company policies and utilizing relevant software platforms.
• Support team initiatives, including recruiting, event coordination, and market research, contributing to organizational success.
• Collaborate with global administrative teams to ensure alignment and effective communication across functions.
• Adapt to a fast-paced environment, managing multiple priorities and stakeholders with professionalism and discretion.
• Contribute to the team's mission of investing in infrastructure companies with stable cash flows and long-term growth potential.

Key Responsibilities & Duties

• Schedule and manage meetings across various time zones, including setting up conference calls and preparing materials.
• Coordinate domestic and international travel arrangements, ensuring smooth logistics for flights, accommodations, and transportation.
• Prepare and submit expense reports using company systems, ensuring compliance with policies.
• Assist with recruiting efforts, event planning, and market research to support team initiatives.
• Collaborate with global administrative teams to align processes and enhance operational efficiency.
• Manage schedules proactively, anticipating conflicts and adjusting as needed to ensure smooth operations.
• Utilize technology platforms effectively, including video conferencing, electronic signatures, and document management systems.
• Maintain discretion and confidentiality while handling sensitive information and interactions with stakeholders.

Job Requirements

• Associate of Arts degree or equivalent educational background.
• Minimum of 3 years of relevant experience, preferably in financial or professional services.
• Proficiency in Microsoft Outlook and familiarity with platforms like Zoom, Teams, DocuSign, and Concur.
• Strong organizational skills, with the ability to manage multiple priorities effectively.
• Excellent communication skills, both verbal and written, with attention to detail.
• Ability to work independently while contributing to a collaborative team environment.
• Adaptability to a fast-paced, dynamic work environment with changing priorities.
• Discretion and professionalism in handling confidential and sensitive information.