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Our client, an equity-focused asset management firm located in Manhattan is looking for a Temporary Executive Assistant to CEO/CIO to join their team. This position will start asap with flexibility to extend and will typically operate on a hybrid schedule with flexibility to go in as needed based on the CEO/CIO’s schedule. The hours 7:30/8:00am-5:00-6:30pm, with flexibility and overtime as needed. Compensation is up to $84/hour.
Responsibilities:
- Ensures that all materials going out from the CEO’s office are accurate, professional, timely and reflect positively on the CEO and the organization
- Actions taken ensure that the CEO can function efficiently and effectively in performing his role for the organization
- Anticipates CEO’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 CEO’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
- 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 CEO’s office and email messages to CEO
- Coordination of proper and regular communication with members of senior management
- Make travel arrangements aligned with needs and desires of CEO. Arrangements are to be accurate, cost effective and any related details are to be attended to
- Maintain availability to CEO while he is traveling for research issues and making appropriate modifications in a timely manner. Will email CEO’s personal and business emails and/or call with revised information for CEO
- Prepare day-to-day, hour-to-hour, itinerary for CEO 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
- Maintain CEO’s calendar including scheduling all appointments, meetings, events, media interactions, etc. (both business and personal as required)
- EA will be cognizant of CEO’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
- Maintain filing system that ensures files are accurate and information can be retrieved quickly and easily
- Maintain an organized office for the CEO 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
- 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 CEO
- Perform ad hoc functions to support the success of the CEO and company
Qualifications:
- 5+ years’ experience with assisting a high-level senior executive (CEO or CIO) 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
- Passion for the financial markets and investments along with an extraordinary curiosity about business and industry
- Positive attitude with a willingness to attack challenging intellectual problems
- Self-Starting and Proactive: Anticipates, initiates and sustains momentum to get the job done using intuition and without external stimulation. Takes the actions necessary to do the job, do it well, and do it on time on own initiative based on an understanding of what is needed
- Resiliency: Effectively deals with ambiguity. Quickly recovers from adversity, obstacles, or changes in plans or direction and processes events from a business and practical perspective
- Quality driven and detail oriented: Produces accurate work that presents professionally. Pays attention to details but does not sacrifice efficiency and time management. Able to determine the level of accuracy required in each situation while still ensuring timely execution
- Communication: Verbally fluent. Actively listens and intuits what the speaker intends. Writes clearly and concisely in a manner that is appropriate for the intended audience
- Flexibility: Readily modifies, responds to, and integrates change responding appropriately to the culture and demands of the environment
- Time and Self-Management: Prioritizes and completes tasks in order to deliver desired outcomes within allotted timeframes with minimal supervision
- Personal Accountability: Takes personal responsibility for own actions. Exercises practical, common sense judgment, as appropriate for the culture and situation
- Collaborative Teamwork: Works effectively in a team based environment
- Planning and Organizing: Highly organized. Implements systems, processes or procedures that efficiently and effectively achieve objectives for the position
- Results Orientation: Identifies and takes actions necessary to complete tasks and obtain results in a timely manner within a fast paced and ever changing environment
- Continuous Learning: Takes actions to learn and implement what is necessary to successfully perform the job. Learns processes, retains, and applies that knowledge
- Technical/ Functional Competencies:
- Proficient in all aspects of MS Word including tables, mail merge, etc.
- Proficient in MS PowerPoint including creating formal presentations
- Intermediate proficiency with MS Excel including knowledge of basic data sorts, setting up formatting such as for dollars vs. percentages, and basic calculations and formulas
- Proficiency in Factset is highly preferred
- Industry Knowledge: Demonstrated knowledge of, and experience with, equity markets and the asset management industry
- Work Ethic: Commitment to do whatever it takes to get the job done including working overtime and odd hours
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