Job Details

Email to Friend Save Back

Executive Assistant

NEW YORK-10020, NY, US
01/15/2020

-

Required Skills

MS Office

Company

Infinity Consulting Solutions, Inc

Experience

3 to 5 Year(s)

Job Description

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

SUMMARY:

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

ADDITIONAL RESPONSIBILITES:

Ad hoc projects:

Update fund performance

Edit quarterly letters

For Conference - Coordinate guest speakers

QUALIFICATIONS:

Education/Experience:

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