Executive Assistant, Investment (Americas-New York)

Job Details

Working arrangement: Hybrid (4 days in the office, 1 day remote)

Salary Range: $100,000 - $130,000 per annum excluding additional incentives (final salary will be determined based on various factors such as experience and qualifications)

Responsibilities

Executive Support:

• Full diary management for senior professionals (e.g. meetings, conference call, and video conferences both internally and externally)
• Arranging international and domestic travel (flights, hotels, cars, etc.)
• Preparation and set up for external meetings in conference rooms
• Completing corporate card and out of pocket expenses for professionals 

Assist in Office Management

• Point of contact for building management team; responsible for raising issues and arranging building repairs with them when necessary, and for finance matters for suppliers 
• Ensure the smooth running of office: reception duties, kitchen, cleaning staff, security, building maintenance, post 
• Supplier onboarding, purchase order management and manage supplier invoice payments
• Manage seating throughout the office including for overseas visitors
• Responsible for finding effective and speedy solutions when issues arise
• Point person for new joiner; provide guidance on policies/procedures and liaising with IT on set-up
• Order and maintain sufficient stock levels of kitchen, meeting room, and office supplies 
• Negotiate best terms in new contracts and renewals (insurance policies, supplier contracts, etc.)
• Organize socials, meetings and events (e.g. book venues, organize catering, meeting room set-up/clean-up)

Requirements

• 3 to 5 years of office manager/ administrative assistant experience, ideally within Financial Services industry
• Preferably a Bachelor's degree
• Experience working for a global team and working across different time zones
• Proficient in Advanced MS Office including Word, MS Outlook, Excel, and PowerPoint
• Must be a team player with a proactive attitude, takes initiative and has ability to work without supervision
• Able to work in a fast-paced environment
• Excellent communication skills at all levels
• Ability to handle multiple tasks and competing priorities, often with tight deadlines
• Knowledge of Workday for processing expenses is a plus