Job: Executive Assistant

Title Executive Assistant
Categories Professional Support Staff
Job ID 2212
Location New York City
Job Information

SUMMARY: Assist Chairman & CEO by being an excellent problem solver, staying one step ahead, manage and run all aspects of CEO’s office seamlessly. Always working to accomplish tasks with a sense of urgency.
•Provide right-hand support to the CEO, for business and personal needs.
•Organize business & personal travel (knowledge of private aircrafts, helicopters a plus), book hotels, ground transport etc.
•Make and answer phone calls on behalf of CEO. Field calls and determine priority call-back list. Always take down detailed messages and log each into the call sheet.
•Field CEO’s emails. Respond to emails in a timely manner, requesting CEO input as needed.
•Calendar management and set up of all internal/external meetings; including confirming meeting participants, distributing/collecting meeting material. Maintain calendar updates including preparation of travel itineraries/schedules for business trips
•Send out various communications on behalf of CEO (monthly performance letters, thank you letters etc).
•Manage Quarterly letters revision/approval process (CEO manages 3 funds plus CEO letter)
•Various research projects for CEO – search quotes, articles, videos for quarterly letter and annual conference speech.
•In charge of all VIP seating at annual conference (CEO’s, Sales & Accounting departments included).
•Manage and maintain on-going call sheet. Checking to ensure to-do lists have been appropriately checked off.
•Set up special events as needed. Liaise with IT for AV needs, arrange gift bags, catering etc.
•Organize business trips: make sure CEO gets company meetings per his request that fits into travel schedule, coordinate with Sales for any pertinent marketing meetings, coordinate with other research assistant to include any analysts traveling with CEO. Make sure CEO gets materials and is prepped prior to trip by analysts.
•Manage various aspects of personal life: car transportation on a seasonal basis, manage and liaise with various contacts: driver, household staff, real estate brokers to get car fixed, houses maintained/rented.
•Work closely with personal accountant in firm to verify expenses, get CEO to confirm bank transactions on a timely matter.
•Maintain & update extensive contacts list, mailing list, holiday gift mailing list.
•Work w. IT to troubleshoot ipad, iphone, office computers, phones, sound system.
•Manage CEO driver’s schedule (work and personal schedules among family members).
•Order breakfast and lunch as needed for meetings in the office.
•Being available outside regular business hours to troubleshoot and perform various tasks.
•Ensure CEO has meeting materials ahead of company meetings, sales calls. Liaise with Analytics team to obtain necessary performance data.
•Go through physical mail and determine whether it needs to be sent home for further review, sent to marketing for a timely response.
•Maintain files of companies in which CEO owns in his Funds.
•Perform various tasks/projects for CEO’s wife.

•Qualifications:
BA
excellent organizational and communication skills…some VERY Poised and professional
excellent time/priority management skills
good use of initiative, judgment and decision making
ability to prioritize and identify priority tasks
flexible & adaptable to change
Excellent team player

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