Executive Assistant Job at Glocap in New York

Our client, a boutique private equity firm is seeking an experienced Executive Assistant. The Executive Assistant will be responsible for providing administrative support to a Partner and 2-3 Principals. This position allows for the individual to interface with all areas of the business and requires exceptional communication and organizational skills, a positive and professional personality, very strong attention to detail, and a proactive work style.

COMPANY: Private Equity

POSITION: Executive Assistant

LOCATION: New York, NY (Midtown)

HOURS: 8:30AM - 5:30PM with flexibility (in office 4:1)

COMPENSATION: $125-135K DOE + Bonus Eligible + Benefits

BACHELOR’S DEGREE: Preferred

Responsibilities of the Executive Assistant:

-Phones: will act as main point of contact for clients; screening and answering calls appropriately.

-Calendar management: manage and monitor professionals’ calendars

-Meeting coordination: coordinate in-house and external meetings; arrange for catering; register guests; arrange IT resources; dinner reservations

-Travel coordination: schedule all domestic and international travel and transportation for professionals through company travel agency, as needed. Includes air, ground, train, lodging, visas, foreign currency, creating itineraries, etc.

-Contact lists: will maintain/input all contacts for assigned professionals

-Expense reporting: complete monthly expense processing for all professionals

-Production management: presentation book preparation including photocopying, scanning and binding as required for the professionals supported

-Back-up responsibilities: perform back-up responsibilities for other executive assistants for lunch coverage, vacation time and absences

-Maintain efficient filing system to ensure reports, invoices, correspondence and financial documentation is maintained and readily available

-Assist with internal office moves, as needed

-Assist with meeting overflow including submitting professionals’ guests into building engine for security access, greeting clients, or conference room set- up and break down, as needed

-Understand A/V equipment and conference systems and liaising with the receptionist and IT on troubleshooting

-Provide assistance with local errands (meeting materials, post office, lunch, etc.)

Requirements of the Executive Assistant:

-Bachelor’s degree preferred

-5-10 years of experience in an Administrative/Professional support function, financial services industry experience strongly preferred

-Strong understanding of the processes, policies, and procedures required to support a team of professionals in the financial services industry

-Detail-oriented, well-organized and proactive in nature

-Exceptional written and verbal communication skills

-Proficient PC skills (MS Office: Excel, Word, PowerPoint and Outlook; Adobe)

-Strong time-management skills with ability to multi-task and accomplish a multitude of projects and tasks, often with conflicting priorities and timelines

-Client-service oriented with strong discretion and ability to deal with highly-confidential information on a day-to-day basis

-Ability to interact with clients in a professional and courteous manner and to develop and leverage professional working relationships

-Ability to recognize and respond appropriately to business-related issues in a timely manner