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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.
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