Executive Assistant

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Global private equity firm, located in Midtown, Manhattan, is looking for a Temporary Executive Assistant to support the Investor Relations team from early September 2026 for 6-12 months of coverage. This position will operate on a hybrid schedule, requiring Monday-Thursday on-site with Fridays in office from 9am-5pm daily with availability for overtime as needed. Pay rate up to $50/hour DOE.

Responsibilities:

Scheduling and Diary Management

• Coordinate Due Diligence Day meetings, where multiple investors have interlocking schedules on the same day.
• Coordinate availability of the team, block calendars, book rooms, add Zoom links, set up webinars, and organize meeting recordings.
• Finalize scheduling, including sending staged chaser emails and following up by phone with external EAs as needed.
• Send calendar invitations.
• Record meeting schedules across internal systems.
• Prepare briefing notes for investor meetings, including researching bio and photo information (largely automated via DealCloud; training provided).
• Create agendas in Word.
• Print badges (occasional).
• Print and bind presentation materials.
• Act as ‘runner’ on the day, keeping investors and the team in the right place at the right time.

Non-Due Diligence Day Investor Meetings

• Manage diary coordination, checking availability with the team and external investors.
• Own the process end to end, from scheduling and confirmation through room booking, background information prep, and checking video conference links in meeting rooms on the day.

Roadshows

• Identify availability across relevant teams.
• Liaise with travel agents and EAs on travel logistics, including flights, cars, visa requirements, hotels, conference bookings, and catering.
• Record schedules.
• Process expenses.

Events (Approximately One to Two Per Quarter)

• Assist with invitations, attendance logging, and on-site delegate registration (local events).
• Support related admin tasks such as list-checking and badge printing.
• Ad Hoc ‘White Glove’ Investor Support
• Provide bespoke support for investors traveling to New York or London, including separate travel arrangements, visa letters, portfolio company visit coordination, and private dining arrangements.

CRM and Database Management

• Add new contacts to the CRM system, checking existing contact details and creating new contacts from sources worldwide (business cards, email outreach projects), ensuring accurate data entry.
• Complete ad hoc database tasks, such as recording event attendance and meeting request outreach.

Qualifications:

• At least 5 years’ experience as an administrator or EA within a finance firm, ideally with exposure to alternative investments.
• Experience with international clients is a plus. Cultural awareness of time zone differences and communication preferences is needed to support personnel of multiple nationalities and institutional investors worldwide.
• Strong organizational skills, demonstrated through supporting a busy team with complex travel arrangements or high-end, luxury event coordination.
• Exceptional oral and written communication skills.
• High accuracy and attention to detail.
• Proficiency in Microsoft Office (Excel, Word, Outlook); minimal PowerPoint use; database systems training provided in-house.
• Confidence, speed, and flexibility, with the ability to work quickly and effectively under pressure.
• Maturity to work independently with minimal supervision and to prioritize multiple tasks at once.
• Strong team player, able to identify where colleagues need support and proactively share the load.

A1468498NY-Temp_1785338671

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