Job: Executive Assistant/AA

Title Executive Assistant/AA
Categories Professional Support Staff
Job ID 2214
Location New York City
Job Information

Top Financial firm is seeking an Executive Assistant who will directly support the Portfolio Manager(s) and research analysts on your team

The primary duties and responsibilities include providing administrative support to ensure efficient operation of the office. Support analysts and or portfolio managers through a variety of tasks, including but not limited to: scheduling meetings, booking travel & making itineraries, creating and submitting expense reports, arranging conference calls, editing watchlists for portfolios and companies your PM/analyst covers, ordering catering, keeping contacts up to date, obtaining and filing company information.

This individual will report directly to the Head of Executive Assistants.

ESSENTIAL TASKS include the following; other duties may be assigned.
• Answer phone calls with proper call screening, forwarding, and message taking.
• Schedule meetings and appointments
• Coordinate with all necessary parties and gather all requested materials
• Work with the receptionist to make sure the calendar appointment has all of the necessary details; such as attendee names, agenda, conference room, etc.
• Sort through emails and search for relevant events, meetings or calls that may be of interest
• Check for relevant conferences and present the information to the analysts/PMs; keep track of deadlines and ensure registration
• Act as a liaison with brokers, banks and investor relations representative
• Maintain contact lists
• Produce and distribute correspondence
• Assist in the preparation of regularly scheduled reports
• Maintain a filing system
• Book travel arrangements: including flights, car services, hotels and itineraries

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