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Executive Assistant

We are looking for a proactive and detail-oriented Executive Assistant to join an entrepreneurial investment management firm specializing in a diverse portfolio of real estate debt products. This role will report directly to a Managing Partner in Investor Relations and support other senior members of the Investor Relations team. The ideal candidate will provide proactive support at a high-level capacity. The position requires excellent communication and organizational skills as well as keen attention to detail.

Job Description

• Heavy calendar and adept meeting management for a busy, travel-heavy and client-facing team
• Coordinate road show logistics and book extensive travel arrangements including multi-leg trips, conference registrations, advanced hotel block bookings, cars and itineraries
• Maintain the internal IR/Marketing calendar
• Schedule and organize client and internal meetings, ensuring seamless coordination across multiple calendars as well as in person meeting logistics and setup
• Manage compliance sign off on meeting logistics and restrictions
• Prep materials for client meetings and conferences
• Assist in managing and updating the IR team's contacts
• Track receipts and process expense reports for supported executives in a timely and accurate manner
• Format and finalize documents for internal and external distribution, ensuring alignment with company standards
• Oversee the printing of marketing collateral, liaising with vendors as needed
• Assist in logistical planning of Annual Investment Summit, as time allows
• Communicate effectively in person, via email, and over the phone with a strong command of English language, grammar, and spelling.
• Manage and prioritize multiple tasks and deadlines effectively
• Assist in various projects and ad hoc requests as needed to support team objectives

Qualifications

• Undergraduate degree preferred
• A minimum of 5 years of professional experience working as an Executive Assistant, C-level experience preferred (3 years in financial sector experience preferred)
• Strong knowledge of the Microsoft Office Suite and Concur
• Excellent judgement and resourceful attitude, with a strong sense of ownership and accountability
• Demonstrated ability to work independently and efficiently with minimum supervision
• Ability to multi-task, meet deadlines, and maintain composure under pressure
• Ability to prioritize workload and recognize the importance of requests given by executives
• Ability to use conferencing technology (including Zoom, Teams, etc.)
• Authorization to work in the United States

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