Jobe Details

Executive Assistant Posted on: 15/01/2020

Infinity Consulting Solutions, Inc
  • 3 to 5 Year(s)
  • -
  • NEW YORK-10020, NY, US

MS Office

  • Job Description

    A well-known Asset Management firm is seeking to add an Executive Assistant to their team.


    As an Executive Assistant, you will directly support the Portfolio Manager(s) and research analysts on your team

    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, 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 individual will report directly to the Head of Executive Assistants. This team is comprised of 13 Executive Assistants.

    ESSENTIAL TASKS include the following; other duties may be assigned.

    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.

    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

    Maintain contact lists

    Create or update documents and spreadsheets to help your analyst/PM streamline and organize his or her workload

    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

    Submit and reconcile expense reports

    Provide general support to visitors

    Aid other assistants when necessary and make sure there is adequate coverage at all times


    Ad hoc projects:

    Update fund performance

    Edit quarterly letters

    For Conference - Coordinate guest speakers



    3 - 5 years of 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, results-oriented self-starter with a 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

  • Executive Assistant
    Business Services
  • No Preference
    FullTime Job
  • Candidate Requirements
  • Walkin Information
Recruiter Details
Doug Klares
1350 Broadway, Suite 2205, NEW YORK-10018, NY
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