Executive Assistant

About the Role

As an Executive Assistant, you will directly support the Co-President(s).

Your primary duties and responsibilities include providing administrative support to ensure efficient operation of the office. You will support analysts and/or portfolio managers through a variety of tasks, including but not limited to scheduling meetings, researching conferences, booking travel & making itineraries, creating and submitting expense reports, arranging conference calls, editing watchlists for portfolios and companies your PM/analyst covers, ordering catering, keeping contacts up to date, obtaining and filing company information.

This role will occasionally require tasks as a personal assistant, including minimal support such as coordinating car services, booking flights, and general check-ins, these responsibilities are expected to remain light but consistent.

This individual will report directly to the Head of Research/Executive Assistants.  This team is comprised of 12 Research/Executive Assistants.

Key Responsibilities

• Answer phone calls with proper call screening, forwarding, and message taking.
• Schedule meetings and appointments:
• Coordinate with all necessary parties and gather all requested materials
• Work with the receptionist to make sure the calendar appointment has all of the necessary details, such as attendee names, agenda, conference room, etc.
• When scheduling meetings with multiples analysts and PM’s must be able to work efficiently with other assistants
• Sort through emails and search for relevant events, meetings or calls that may be of interest:
• Check for relevant conferences and present the information to the analysts/PMs; keep track of deadlines and ensure registration
• Act as a liaison with brokers, banks and investor relations representative:
• Work with brokers and IR representatives to register PM’s/Analysts for Conferences and Investor Days and schedule any meetings that PM’s/Analysts find of interest. 
• Make sure the Co-President(s) have the most current agenda for Conference and Investor Day and add any presentations to calendar that they would like to attend. 
• Maintain and update contact lists.
• Create or update documents and spreadsheets to help the Co-President(s) streamline and organize their workload.
• Support preparation for speeches, conferences, interviews, quarterly letters, and other key engagements.
• Produce and distribute correspondence.
• Assist in the preparation of regularly scheduled reports.
• Maintain a filing system.
• Every quarter, keep track of the calendar for earnings calls.  This may include providing press releases, transcripts, estimates and research reports to your analysts/PMs in a timely fashion. This is done using Factset and or Bloomberg.
• Book travel arrangements: including flights, car services, hotels and itineraries:
• Maintain a list of all travel requirements including all hotel and frequent flier miles numbers, seat/airline preference, hotel preference.
• Submit and reconcile expense reports.
• Proactively manage reminders and communications, calls, emails, and calendar updates to ensure timely attendance and preparedness.
• Liaise with clients on a PR team to support external communications and engagements.
• Attend meetings both virtually and in person, ensuring thorough preparation and follow-up, take notes on calls upon request.
• Provide occasional personal support to the Co-President(s), including coordinating travel, car services, and general check-ins
• Work with other assistants when necessary to schedule meetings and conferences call and make sure there is always adequate coverage.
• Being a team player within the Research/Executive Assistant team.

Qualifications

Education/Experience:

• 2-3 years administrative or executive assistant experience in a professional office setting.
• Preferred experience in the financial services industry
• Bachelor’s Degree

Knowledge and Skills/Abilities:

• Experience preparing expense reports and making travel arrangements
• Excellent time management skills and ability to multi-task and prioritize work in a fast-paced environment
• Highly motivated, result-oriented self-starter with good work ethic
• Attention to detail and outstanding listening and follow up skills.
• Team player who strives to creatively solve problems
• Excellent written and verbal communication skills
• Strong organizational and planning skills
• Proficiency in MS Office