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Our client is seeking an experienced Executive Assistant to provide dedicated support to the Head of Investor Relations and an additional senior leader within a global investment firm. This newly created role is ideal for someone who excels at complex scheduling, high-volume travel, and anticipating executive needs while working as part of a collaborative administrative team. The ideal candidate is proactive, concise, and highly organized, with strong judgment and the ability to manage details behind the scenes while keeping executives informed of what matters most. Hours are generally 8:30am-5:30pm with carefully managed overtime as needed, particularly during periods of executive travel. The role follows a hybrid schedule with four days in the office and Fridays remote.
Key Responsibilities:
- Provide high-level administrative support to two senior leaders, including extensive calendar management, scheduling, and coordination across multiple time zones
- Manage frequent domestic and international travel, including flights, hotels, ground transportation, restaurant reservations, visas, and detailed itineraries
- Prepare and reconcile expense reports while maintaining accurate records and ensuring timely completion of administrative workflows
- Coordinate client and internal meetings, prepare materials, manage correspondence, and provide concise updates on priorities and outstanding items
- Maintain CRM data, assist with presentations and document preparation, and collaborate with assistants across offices to ensure seamless coverage
- Serve as a proactive administrative partner by anticipating needs, resolving conflicts, and supporting additional projects and team initiatives as needed
Qualifications:
- 5+ years of Executive Assistant experience supporting senior executives within investment management, financial services, or a comparable professional services environment
- Bachelor’s degree highly preferred
- Experience supporting Investor Relations, sales, or other senior professionals with significant travel strongly preferred
- Demonstrated expertise in complex calendar management and high-volume domestic and international travel coordination
- Strong proficiency with Microsoft Office 365, CRM platforms, and expense management systems such as Concur
- Collaborative, service-oriented professional with excellent judgment, discretion, communication skills, and a proactive approach to executive support
Compensation/Benefits:
- Up to $125K base salary + paid overtime + bonus opportunity
- Medical, dental, and vision coverage with employee contributions
- 401(k) with company match and discretionary profit-sharing opportunities
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