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Private equity firm located in Midtown, Manhattan is seeking to hire a Temp Executive Assistant to support 10 investment professionals. Team consists of 1Managing Director, 1 Senior VP, 2 VPs, 4 Associates and 2 Analysts. This position will start July 2025 through end of September. Monday – Friday onsite. Hours 8:30am-5:30pm with 1 hour unpaid lunch, availability for OT as needed.
Responsibilities:
- Complex scheduling, strategic calendar planning, and sophisticated calendar management: Strategically book calendar to maximize team members’ efficiency, based on priorities, goals, and travel schedule. Maintain frequently changing calendars through Outlook.
- Anticipate and respond to needs relative to upcoming meetings and events; help to coordinate and set up catering, and ensure adequate resources are available.
- Analyze and select travel options to minimize travel time in conjunction with the corporate travel agent. Prepare air and ground transportation, accommodations, and itineraries.
- Actively track business development opportunities and enter contact information and meeting notes into DealCloud.
- Prepare and submit monthly expense reports in company’s expense management system (TripsWare).
- Work in tandem with other EAs in New York and Boston.
- Regularly help receptionist restock pantry and office supplies
- Cover reception as needed, including greeting visitors, handling incoming calls, accepting deliveries, and maintaining the reception area and conference rooms
- Build and maintain strong relationships with internal team members, as well as external constituents (personal networks, professional organizations, etc.).
- For team, serve as primary liaison by managing all incoming calls, voicemails, and correspondence with a high degree of professionalism, formality, and discretion. Sort, categorize, redirect and respond independently when possible. Provide information in response to requests. Exercise judgment when filtering inquiries.
- Document editing, printing, scanning, copying, downloading, binding, etc. Excel, Word and PowerPoint documents and presentations.
- Some personal tasks as needed, such as errands, setting up appointments, etc
- Able to lift 20lbs for deliveries
Qualifications:
- 2+ years experience as a team administrative assistant
- Extraordinarily high attention to detail; ability to produce highly accurate documents and work products; takes great pride in his/her work; enjoys administrative challenges of supporting a busy team.
- Extremely well organized; ability to track and manage work and prioritize tasks without guidance; ability to balance competing requests in a smart and timely fashion.
- Highly proactive; a planner who thinks several steps ahead; strong ability to anticipate and execute tasks before being asked.
- Flexibility to accommodate last-minute changes and requests.
- Ability to work effectively and independently with little or no supervision, and to support executive remotely.
- Highly proficient computer skills and high degree of accuracy with Microsoft Suite (Word, Excel, PowerPoint, Outlook), and willingness to learn new technologies.
- Superior interpersonal skills and excellent judgment; ability to gather, synthesize and distribute information as appropriate; ability to build relationships at all levels of the organization.
- Ability to maintain high degree of professionalism and discretion in all activities, particularly when handling sensitive and confidential information; diplomatic style with positive, friendly manner; ability to maintain performance in high-pressure situations.
- Practical, “roll up your sleeves” team player work style and positive “can do” attitude
Pay:
- $35-$40/hour
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