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Our client, an investment firm, is seeking a Temporary Executive Assistant to support one of their Portfolio Managers. Hours are from 8am-5/6pm with overtime availability required. This is a hybrid schedule of three days in the office and two days working from home, but flexibility as need depending on when the Portfolio Manager will be in. They are looking to get someone in the seat ASAP and this will be an open-ended opportunity. Compensation is $45-60/hour.
Key Accountabilities:
- Ensures that all materials going out from the Executive Vice President/Portfolio Manager’s office are accurate, professional, timely and reflect positively on the Executive Vice President/Portfolio Manager and the organization
- Actions taken ensure that the Executive Vice President/Portfolio Manager can function efficiently and effectively in performing his role for the organization
- Anticipates Executive Vice President/Portfolio Manager’s needs and provides answers, solutions, and options to ensure those needs are met
- Responds to changes with an appropriate sense of urgency and professionalism
- Anyone who interacts with the Executive Vice President/Portfolio Manager’s office (e.g. Board Members, Staff, and Other Stakeholders) feels confident in the answers or next steps provided and that their needs are met
- Communications are highly professional and the highest level of confidentiality is maintained at all times
Duties & Responsibilities:
Communication:
- Answer phones professionally, ensuring that prospects and clients feel valued, and have a positive image of the organization
- Ensure timely, accurate response to email, phone, and other inquiries
- Record all messages and voicemails received for Executive Vice President/Portfolio Manager’s office and email messages to Executive Vice President/Portfolio Manager
- Coordination of proper and regular communication with members of senior management
Travel:
- Make travel arrangements aligned with needs and desires of Executive Vice President/Portfolio Manager. Arrangements are to be accurate, cost effective and any related details are to be attended to
- Maintain availability to Executive Vice President/Portfolio Manager while he is traveling for research issues and making appropriate modifications in a timely manner. Will email Executive Vice President/Portfolio Manager’s personal and business e-mails and/or call with revised information for Executive Vice President/Portfolio Manager
- Prepare day-to-day, hour-to-hour, itinerary for Executive Vice President/Portfolio Manager while traveling complete with relevant information, bios, contact information, etc. as applicable
- Schedule travel (hotels, car service) for Board members as required
- Call and confirm appointments the day before travel takes place
Scheduling:
- Maintain Executive Vice President/Portfolio Manager’s calendar including scheduling all appointments, meetings, events, media interactions, etc. (both business and personal as required)
- EA will be cognizant of Executive Vice President/Portfolio Manager’s needs as well as maintain a strategic perspective when establishing schedules
- Coordinate with the Board of Directors and Shareholders on meeting facilitation
- Schedule and organize regular meetings with entire investment team. Record meetings and ensure proper follow-up from relevant analysts
- Ensure that regular one-on-one meetings are occurring with individual members of the investment team
Organizing:
- Maintain filing system that ensures files are accurate and information can be retrieved quickly and easily
- Maintain an organized office for the Executive Vice President/Portfolio Manager ensuring he has all the necessary materials on hand and when traveling or attending meetings
- Organize and coordinate routine management reporting from all areas of the Firm, ensuring that information is delivered in a timely manner
Other:
- Prepare materials, proposals, presentations, etc. in PowerPoint, Word, Excel, etc. from rough notes and edits. Ensure accuracy and relevant creative integrity is in line with company or client image and needs
- Organize project work assigned to analysts and ensure that assignment progress meetings are scheduled
- Organize and supply relevant internal and external research materials for Executive Vice President/Portfolio Manager
- Perform ad hoc functions to support the success of the Executive Vice President/Portfolio Manager and company
Qualifications:
- 5+ years’ experience with assisting a high-level senior executive in Equity Asset Management or Hedge Fund is a must
- Undergraduate degree or an equivalent combination of training and experience, Advance degree preferred
- Grade Point Average (GPA) of 3.0 or above in a 4.0 scale
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