Executive Assistant Manager

Location
New York City, United States
Date Posted March 14, 2021
Category Administrative
Job Type Direct Hire

Description

Our client, a global alternative asset manager with nearly $575 billion in assets under management is seeking an Executive Assistant/Manager to support a team of executives AND manage other Executive Assistants.

This role is fully on-site in Downtown, Manhattan

Candidate MUST have experience managing a team of admins to qualify for the role.

 

The ideal candidate will be proactive, strategic and be able to problem-solve. The ability to interact with employees (at all levels) in a fast-paced environment, sometimes under pressure, remaining positive, flexible, resourceful, and efficient, with a high level of professionalism and confidentiality is crucial to this role.

 

Job responsibilities include, but are not limited to:

 

Support:

•       Directly responsible for supporting senior executives

•       Responsible for calendar management in Outlook, requiring interaction with both internal and external executives and assistants globally, to coordinate a variety of complex meetings with attention to different time zones

•       Create and modify PowerPoint presentations (i.e., Marketing Materials etc.) including the incorporation and formatting of charts, graphs, and images. Attention to detail and a critical eye are required to review formatting, proofing, etc.

•       Accurately create, format, and maintain detailed Excel reports and WORD documents utilizing advanced technical skills

•       Organize heavy travel arrangements as required and update executives’ calendar with details

•       Utilize analytical skills and have a broad understanding of the business to effectively interpret and anticipate the needs of the executives and proactively bring together appropriate people and resources to support the executives in addressing issues

•       Manage email filing and document preparation for internal and external meetings

•       Provides administrative support to other groups when time warrants, during absences, holidays etc.

•       Work effectively without constant and direct supervision or guidance

•       Manage invoicing and payment flow for PFG. Experience with Serengeti and Dynamics is a plus

 

Manage:

•       Managing a team of Executive Assistants including distributing work assignments, assessing skills, providing feedback, training, and development

•       Interview and hire new Executive Assistants within Private Funds partnering with the Director of Administration and HR

•       Schedule and provide opportunities for employees to attend courses to improve skill set and team building

•       Obtain and deliver feedback from the business unit. Set metrics for improvement and goal setting for continued growth

•       Promptly respond to requests with accuracy and a courteous demeanor

•       Create routine check-in meetings with individual team members

•       Review and approve timesheets and time off requests

•       Create spreadsheets as requested by the Director regarding future team growth and hiring needs

 

Qualifications:

 

·        (7+) years’ experience supporting at the executive level

·        The ability to interact with staff (at all levels) in a fast-paced environment, sometimes under pressure, remaining positive, flexible, resourceful, and efficient, with a high level of professionalism and confidentiality is crucial to this role

·        Ability to balance conflicting priorities to manage workflow, ensure the completion of essential projects

·        Demonstrate an awareness of the fundamental business principles as well as an understanding of the overall firm to ensure appropriate decision-making protocols are followed

·        Able to prioritize emails and tasks. Responding to requests with accuracy and a courteous demeanor

·        Excellent written and verbal communications skills

·        Demonstrated ability to handle confidential information appropriately

·        Overtime as needed

Salary $100-125k

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