Executive Assistant Job at Clarity Recruiting in New York

Duties and Responsibilities:

Provide day-to-day administrative support to the senior members of the team, including scheduling, contact management, correspondence and travel booking

1. Administrative Tasks

• Responsible for calendar coordination – ensure calendar is up to date and contains all relevant information
• Correspondence on behalf of manager, drafting and editing letters/memos
• Phone coverage when manager is unavailable, tracking messages and follow up
• Maintenance of all files
• Responsible for tracking expenses, creation of expense reports and coordination
• Manage contacts and correspondence
• Initial review/sort of all mail
• Ad hoc Support for the broad team which includes staff members in multiple locations
• Provide back-up administrative assistance to other managers as required

2. Meeting Coordination

• Schedule, arrange and facilitate meetings (sometimes within different time zones)
• Ensure complete preparation for all meetings including researching and writing briefings, coordinating materials and communicating with attendees
• Track and ensure follow up from all meetings and events

3. Travel Coordination

• Responsible for all domestic and international travel arrangements, including flights, ground transportation, hotels, visa coordination, etc

Skills & Educational Requirements:

• Bachelor’s degree preferred
• A minimum of 5 years of experience as an Administrative Assistant supporting a senior manager and/or as an Executive Assistant, in a fast-paced environment
• Experience working in a Front Office Finance environment of a public equities focused fund a plus
• Excellent organizational and time management skills
• Excellent attention to detail and accuracy
• Discretion and experience handling sensitive/confidential information is a must
• Ability to effectively manage/coordinate simultaneous projects, and successfully prioritize multiple tasks with sound judgment
• Outstanding interpersonal and communication skills, both verbal and written, and the demonstrated ability to effectively interface with colleagues and clients
• Ability to work in a team environment and the ability to interact with management and business personnel
• Resourceful, motivated, efficient, proactive and customer service oriented
• Ability to protect confidential and proprietary information of the company and previous experience handling sensitive/confidential information is a must
• Ability to perform and adapt under pressure
• Experience using Apple products (iPhone, iPad, Mac laptops, etc.) and good overall computer skills
• Proficiency in MS Office Suite (specifically Outlook, Word, Excel, and PowerPoint)
• Proficiency in Silo, Good, LastPass