Executive Assistant Job at Clarity Recruiting, New York, NY

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  • Clarity Recruiting
  • New York, NY

Job Description

Duties and Responsibilities:

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

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 3-5 years of experience as an Administrative Assistant supporting multiple senior managers 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 Concur

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