Asset Management firm located in Rockefeller Center, Manhattan, is seeking to hire a Temp-to-Perm Executive Assistant to provide executive level support to the Multi-Asset Solutions and Product teams. The Executive Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Teams. Operating on a hybrid schedule (2 days in, 3 days remote until September when it will require 3 days in), hours are 8am-5/5:30pm daily. This is an awesome opportunity to add real value and wear many hats as the sole admin in the NYC office.
Responsibilities:
Multi-Asset Solutions Team Support
- Invoicing
- Expense Reports
- Budgeting assistance
- Coordinate materials, calendar invites, guest speakers
- Day of coordination in person at NYC office: record/present materials/allow guests into the meeting, catering if needed
- Facilitate DocuSign and reminders on compliance deadlines
- Calendar management
- Assist in calendar interview scheduling coordination
- SharePoint coordination
- Travel coordination: car service, train, flight, hotel
- Holiday Party planning and coordination
- Team dinner coordination/ planning - reservations, etc.
Product Team Support
- Invoicing
- Expense Reports
- Budgeting assistance
- Calendar management
- Travel time/ other conveniences
- Facilitate payments for meeting spaces
- Catering coordination
- Schedule travel - flight, trains, hotels, car service
- Facilitate DocuSign and reminders on compliance deadlines
- Assist in calendar interview scheduling coordination
NYC Office Management
- Input rent and other payments due from service requests and upgrades
- Create new users for Wi-Fi and office access (badges)
- Office liaison - communicate fire drills/ other office and building notices to NY employees
- Facilitate water delivery, follow up on kitchen supplies and office cleanliness
- Set up desks with IT equipment
- Responsible for processing invoices, travel & expense and ordering office supplies
- Responsible for daily support including distributing department mail, faxing, copying, filing, catering arrangements, etc.
- Attend meetings for minute-taking; assist with meeting prep by putting together PowerPoint presentations
- Schedule and coordinate meetings, conference calls, and other executive events- specifically a quarterly investments symposium. Inform attendees of function dates and times, reserve meeting space and provide the appropriate equipment/materials and hospitality services as needed in these meetings
- Compile, assemble and disseminate information required for all meetings or conference calls prior to the meeting
- Quarterly Investment Symposium planning- external speaker arrangements, technology coordination to support the meeting, agenda production, and catering/meals associated with the event
- Participate in intra-departmental and cross-company projects as necessary
Key Behavioral Expectations
- Agility & Adaptability
- Communication & Engagement
- Creates Culture of Collaboration
Minimum Qualifications
- Seven or more years of experience supporting senior executives, preferably in a financial services firm
- Bachelor's Degree preferred
- Committed to maintaining the highest ethical standards
- New York based
Knowledge, Skills & Abilities Required
- The ideal candidate will have exceptional experience supporting executive positions with the ability to quickly assess a situation and exercise sound business judgment and will possess the following attributes:
- High sense of responsibility, trustworthiness, and a strong work ethic
- Excellent interpersonal and communications skills, both written and verbal; must be able to interact with senior business professionals with tact, courtesy, and professionalism, using a high level of verbal skills and listening skills
- Organized, self-starter with a positive, poised, polished, can-do attitude and the ability to follow through and complete tasks in a team environment
- Ability to work independently and with other team members under pressure and prioritize competing tasks that require the highest level of attention to detail and accuracy
- Experience dealing with sensitive, highly confidential matters, which require the highest degree of diplomacy, confidentiality and discretion in communicating information
- Highly proficient with software applications including Microsoft Windows, MSWord, Outlook, SharePoint, PowerPoint, Teams and Excel, and Adobe Acrobat
- Experience with data visualization tools such as Visio, LucidChart, Creatly, Coggle
- Ability to shift focus dependent upon the needs of each department
Compensation/Benefits:
- 75-82K + Bonus
- Great benefits
Beacon Hill is an equal opportunity employer and individuals with disabilities and/or protected veterans are encouraged to apply.
California residents: Qualified applications with arrest or conviction records will be considered for employment in accordance with the Los Angeles County Fair Chance Ordinance for Employers and the California Fair Chance Act.
If you would like to complete our voluntary self-identification form, please click here or copy and paste the following link into an open window in your browser:
Completion of this form is voluntary and will not affect your opportunity for employment, or the terms or conditions of your employment. This form will be used for reporting purposes only and will be kept separate from all other records.
Company Profile:
Founded by industry leaders to set a new standard in search, career placement and flexible staffing, we deliver coordinated staffing solutions with unparalleled service, a commitment to project completion and success and a passion for innovation, creativity and continuous improvement.
Our niche brands offer a complete suite of staffing services to emerging growth companies and the Fortune 500 across market sectors, career specialties/disciplines and industries. Over time, office locations, specialty practice areas and service offerings will be added to address ever changing constituent needs.
Learn more about Beacon Hill and our specialty divisions, Beacon Hill Associates, Beacon Hill Financial, Beacon Hill HR, Beacon Hill Legal, Beacon Hill Life Sciences and Beacon Hill Technologies by visiting .
Benefits Information:
Beacon Hill offers a robust benefit package including, but not limited to, medical, dental, vision, and federal and state leave programs as required by applicable agency regulations to those that meet eligibility. Upon successfully being hired, details will be provided related to our benefit offerings.
We look forward to working with you.
Beacon Hill. Employing the Future (TM)