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Executive Assistant
Job
Confidential
Eagleville, PA (In Person)
Full-Time
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Job Description
Executive Assistant at Confidential Executive Assistant at Confidential in Eagleville, Pennsylvania Posted in 1 day ago.
Type:
full-timeJob Description:
- Position will be 4x a week on-site minimum, with potential to be there 5 days
POSITION OVERVIEW
This position sits within the Hedge Fund Solutions Group (New York City office) and involves administrative support for a large team of investment professionals situated in the New York and West Conshohocken office s. R ole- Becoming familiar with all firm policies and procedures related to expenses and travel including monetary thresholds and required approv als
- Coordinating travel schedules, arrangements and agendas in preparation for on-site and off-site meetings, conferences and eve nts
- Coordinating on-site client meetings, including room reservations, catering, day of logistics, e tc.
- Submitting, maintaining and monitoring expense reports through Concur system to ensure timely settlement of expen ses
- Processing external vendor payments through Smaart sys tem
- Obtaining approvals for firm absorbed costs through internal MSMER sys tem
- Providing telephone coverage, including responding to inquiries, properly routing calls and taking detailed messag es.
- Use of excellent judgment with both internal and external clie nts
- Managing and maintaining the confidentiality of highly sensitive information as it relates to firm, staff, and clie nts
- Heavy calendar monitoring, management and schedul ing
- Back-up coverage for administrative team colleague(s) during planned or unplanned absences from the office or as necess ary
- Reviewing and prioritizing incoming emails and taking appropriate action. Performing related duties as assig ned
- Ability to coordinate, and manage to completion, special projects as assig ned
- Advanced experience in making domestic and international travel arrangements including procuring visas (with assistance from Brokerage travel desk), currency exchanges, arranging ground transportation, e tc.
- Coordinating complex and extensive meeting schedules by previewing participant availability and proposing and adjusting days/times as nee ded
- Adept with working out travel logistics (e.g. planning real travel time between meetings, hotels and airpor ts)
- Documentation Management including coordinating, streamlining and properly recording important documents and fi les
- Assist with onboarding and off boarding all employees (e.g. new hires including permanent, temporary employees and interns as well as those departing the Fi rm)
- Facilitating execution of legal documents to be signed by various offic ers
- Ad hoc project w ork Qualificat ions
- Prior administrative or related experience at the executive level is essen tial
- Flexible and proactive attitude with the willingness to take on new and ad hoc proj ects
- Highly service-oriented and detailed-oriented individual with the ability to work well both independently and collaborati vely
- Highly trainable with ability to learn new, proprietary systems pretty qui ckly
- Strong ability to manage multiple priorities and take independent initiative for action within areas of responsibility including escalating matters where neces sary
- Experience within a Financial Services environment prefe rred
- Excellent written, verbal, and interpersonal communication sk ills
- College degree manda tory
- Proficiency with all Microsoft Office soft ware
- Adaptability to new challenges as the team and business complexity continues to ev olve