Executive Assistant (6-month contract)

Our client, a large investment firm, is currently looking for an Executive Assistant who will provide a high level of business and administrative support to the investment department.

Your duties will include but are not limited to the following:

• Prepare reports on defined executive operational metrics.
• Develop documents and communication for various requests, reports, and letters.
• Manage all the personal and business day-to-day activities and issues of the manager.
• Collaborate with other team members in the planning and development of internal and external projects.
• On behalf of the manager, prepare correspondence and other material requiring considerable judgment and knowledge of operations; screen, trace, file, retrieve, and coordinate all incoming and outgoing correspondence and necessary paperwork directly related to the overall management of the organization.
• Hold all work-related information in the strictest confidence. This includes, but is not limited to, communications, either direct or indirect; strategic information and employee-specific personnel action and information.
• Represent the team in liaising with other department teams to coordinate some projects.
• Meet professional obligations through efficient work habits such as meeting deadlines, honoring schedules, coordinating resources, and meeting in an effective and timely manner, and demonstrate respect for others.
• Ensure alignment with organization policy and defined regulations through the effective management of scheduling offsite travel (hotel, flight, rental car, meeting agenda, presentation location needs) for designated executive personnel.
• Manage a variety of important functions requiring independent judgment and using tact and diplomacy in dealing with officials and the public.
• Participate in team meetings through the preparation of agendas, packets, documents, and general record keeping.
• Manage and maintain the schedule of the team, obtaining and providing needed information for scheduled appointments.
• Demonstrate efficiency in scheduling, creating complex documents, and exercising discretion and independent judgment in matters of importance, ensuring the general operations of the department are functioning to maximum capacity.
• Provide support and a wide range of complex, confidential, and administrative duties to the manager.
• Provide supervision and general project management for special requests by the team and ensure appropriate follow-through actions.
• Perform personnel-oriented tasks, including participating in the hiring process, supervising the training of new employees, ongoing training of other employees, resolving employee problems, and following defined policy/procedure around general supervision (if applicable).
• Supervise designated office administrative staff by developing operating procedures and systems to ensure effective and efficient department office operations (if applicable).
• Responsible for conducting the meetings, bi-weekly business and operational meetings, and financial and budgeting reviews (if applicable).
• Organize and maintain contracts, records, and other essential documents; archive out-of-date information according to records management compliance and best practices.
• Manage and supervise designated personnel, planning, coordinating, and directing activities associated with the overall operation of the department in general.
• Develop presentations, including general preparation, identifying resources, collateral and presentation materials, equipment needs, producing scripts, and PowerPoint presentations.