RiverHead, New York, United States
Jul 15, 2023
Admin / Support
Our client, a New York based private equity firm, is looking for a stellar Executive Assistant to join their team. This role will be responsible for providing high-level administrative support to their team of investment professionals and performing advanced administrative duties that require independent action and a high degree of initiative.This is a full-time, onsite position based in Manhattan.Roles and ResponsibilitiesProvide sophisticated calendar management for the firm’s Managing Partner. Prioritize inquiries and requests while troubleshooting conflicts; make independent judgements and recommendations to ensure smooth day-to-day engagements.Coordinate meetings and events as needed and arrange and handle all logistics meetings and events as well as collect and prepare information for meetings with staff and outside partiesComplete a broad variety of administrative tasks, including assisting with special projects, designing and producing complex documents, reports, and presentations, composing and preparing correspondence, making travel arrangements, and completing expense and mileage reports.Coordinate extensive travel arrangements, both international as well as domestic, prepare itineraries and expense reports, maintain database of travel preferencesMaintain general bookkeeping to include AP/AR, expense reporting processes, and maintaining accounting and contracts filing systemsAct as a "barometer," having a sense for the issues taking place in the environment and providing updates as well as anticipate needs in advance of meetings, conferences, etc.Act as the "gatekeeper" and "gateway", providing a bridge for smooth communication between the Partner and staff, demonstrating leadership to maintain credibility, trust, and support within the organization.Manage all aspects of organization’s office services. Evaluate and assist in developing office policies and procedures for improved workflow and anticipate future needs as the organization grows.Assist in the selection of vendors and purchase equipment, services, and supplies necessary for operation of organization.Manage information systems operations including hardware, software, desktop support, internal telecommunications, and strategic systems development and planning.Light personal assistant duties. Scheduling and coordinating pickups and deliveries, errands, and various ad-hoc requests.QualificationsPrevious experience working in private equity or investment banking preferred.Significant executive support experience, including supporting C-level executives.Excellent written and verbal communication skills.Exceptional organizational skill and impeccable attention to detailHigh degree of professionalism in dealing with Board members, senior executives, staff and clientsAbility to work under pressure in a dynamic environment with limited guidance or oversight.Ability to react with appropriate levels of urgency to situations and events that require quick response or turnaround.Ability to make informed, appropriate decisions regarding priorities and available time.Able to maintain a high level of integrity and discretion regarding confidential information.Extremely versatile and highly efficientRequired Experience5+ years in an Executive Assistant or equivalent type roleA minimum of one year of experience with basic bookkeeping or accountingProficient with Microsoft Word/Excel, PowerPoint, modern apps and business management and productivity apps and softwareBachelor’s degree or equivalent experienceExcellent organizational, time-management, decision-making and problem-solving skillsAbility to communicate and build rapport with internal management and other company personnel.Base: $85k-150k + benefits, DOE
