Associate, Executive Assistant

Major Responsibilities/Activities

• Act as first point of contact and coordinator for multiple global distribution teams
• Project a positive, energetic, and entrepreneurial spirit to internal and external constituencies
• Handle a variety of administrative functions on behalf of the global distribution teams
• Precise calendar management: schedule, coordinate and proactively anticipate needs associated with (e.g. rooms / materials / confirming attendee lists) internal/external meetings and appointments for the EVP/SVPs and their teams
• Arrange all aspects of travel (utilizing corporate travel service), keeping travel profiles for senior professionals and key members of department up to date, arrange flights, hotels, rental car, and sedan service
• Timely processing invoices and T&E expense reimbursements for team members
• Ensure all policies are followed and items are processed within provided guidelines
• Act as a subject matter expert for policies and procedures
• Collaborate with other Executive Assistants within the firm to ensure cross-departmental needs are met
• Liaise with Office of the CEO, CIO, and COO as well as members of the Executive Committee
• Lead and coordinate ad hoc projects as requested including the coordination of team conferences
• Serve as back-up to the other investment department assistants as needed (vacation, etc.)

Minimum Requirements

• 10+ years of professional experience within financial services or related industry, supporting distribution and/or marketing senior management, managing multiple priorities, coordination, and logistics
• Bachelor’s degree preferred
• Positive, team-player mentality with can-do attitude and collaborative spirit
• Proficiency with MS Office; experience with Workday reporting software, Salesforce CRM and leveraging AI efficiencies to drive organization optimization all a plus
• Strong attention to detail, organized, logical reasoning and critical thinking skills
• Excellent verbal and written communications skills; ability to communicate with a high level of professionalism
• Ability to accommodate occasional non-standard office hours e.g., when travel necessitates coordination
• Demonstrates inclusive behaviors in support of a culture that values diverse perspectives
• Agrees to comply with the firm’s hybrid work policy (“work from home policy,” as aligned with the Company’s employee handbook), which currently requires reporting to the Company’s New York City office four (4) days per week, with one (1) remote workday permitted.