Executive Assistant

This role supports a large team of investment professionals in the New York and West Conshohocken offices within the Hedge Fund Solutions Group. Responsibilities: Understand firm policies and procedures for expenses and travel, including monetary thresholds and approvals.

Pay Rate: $37/hr
Position Overview:

This role supports a large team of investment professionals in the New York and West Conshohocken offices within the Hedge Fund Solutions Group.
Responsibilities:

• Understand firm policies and procedures for expenses and travel, including monetary thresholds and approvals.
• Organize travel arrangements and agendas for meetings, conferences, and events.
• Coordinate on-site client meetings with room reservations, catering, and logistics.
• Manage expense reports through the Concur system for timely settlements.
• Process vendor payments via the Smaart system and obtain necessary cost approvals.
• Provide telephone coverage and respond to inquiries with excellent judgment.
• Maintain confidentiality of sensitive information related to the firm and clients.
• Monitor, manage, and schedule calendars extensively.
• Provide backup coverage for colleagues during absences.
• Review and prioritize emails, taking appropriate action as needed.
• Coordinate and complete special projects as assigned.
• Arrange domestic and international travel, including visas and currency exchanges.
• Schedule complex meetings by managing participant availability.
• Handle travel logistics efficiently.
• Manage documentation, ensuring proper recording and organization.
• Assist with onboarding and offboarding employees.
• Facilitate execution of legal documents.
• Engage in ad hoc project work.

Qualifications:

• Essential experience in executive-level administrative roles.
• Flexible, proactive, and willing to take on new projects.
• Detail-oriented and service-oriented, capable of independent and collaborative work.
• Quick learner for proprietary systems.
• Ability to manage multiple priorities and take initiative, escalating issues when necessary.
• Preferred experience in Financial Services.
• Excellent communication skills in writing, speaking, and interpersonal interactions.
• Mandatory college degree.
• Proficient in Microsoft Office.
• Adaptable to evolving team and business complexities.