A successful, global investment firm founded over 70 years ago is looking for an Administrative Assistant to support the Manager of the Office of the Chairman. The firm has offices across the US, in Europe, and across the Middle East. The role acts as a second assistant to the Chairman. The Manager of the Office of the Chairman has been with the firm for 14 years. The office is located on Madison Avenue and mid-50s. The Manager will delegate tasks that will be a blend of business and personal. The role is in office 5 days a week.
About the Job:
- Vet and prioritize the Chairman's personal emails and draft responses
- Handle highly sensitive and confidential financial, legal, personal, and institutional information with professionalism and discretion
- Manage multiple calendars and emails for Chairperson
- Organize and support needs associated with Board of Directors and Executive Committee meetings
- Handle all bills for households from multiple bank accounts
- Manage and book extensive travel itineraries that include air and ground transportation, hotel accommodations, and activities for personal and professional travel
- Maintain personal documents and other sensitive information
- Coordinate with other EA's as necessary for coverage
- Attend meetings, prepare, edit, and transmit meeting notes and minutes
- Liaison with outside speakers and clients to assist in coordination of events.
- Maintain a dashboard of actions and deliverables discussed during meetings.
- Screen incoming phone calls delivering detailed, timely messages to the appropriate parties
- Serve as a point of contact for the Chairperson
- Routinely perform a wide variety of support duties both personal and professional in nature
- Anticipate needs of the Chairperson and take action as needed to ensure all necessary information and documentation are provided
About You:
- Minimum of 5 years of experience in a related support position
- BA/BS from a college or university
- Excellent Microsoft Office skills (Word, Excel, PowerPoint and Outlook)
- Dynamic and proactive comfortable in a fast-paced environment.
- Polished, professional demeanor
- Proactive go-getter; no task is too big or too small
- Outstanding communication skills
Salary, Benefits (medical, dental, vision), 401K, Paid Vacation,
Hours: 9am-5:30pm