Executive Assistant-Private Equity-Hybrid

2 weeks ago

New York, United States The Windfall Full time
Job DescriptionJob DescriptionThe Windfall is partnering with a Private Equity firm that is seeking to hire an Executive Assistant. This is working at their midtown, Manhattan office. You will be supporting the two most Senior Executives at the firm; the Founding Partner and the CFO/COO. The ideal candidate will have the ability to work in a fast-paced dynamic environment while multi-tasking, project managing, and demonstrating forward thinking. You will be working with cross-functional partners and must be collaborative and able to build relationships. This opportunity will also require heavy Event Planning, Project Management and PA projects as needed. This role is working in the office Monday-Thursdays, WFH Fridays from 8:30am-5:30pm with the flexibility for overtime and accessibility as needed.

RESPONSIBILITIES
Calendar Management / Scheduling
-Schedule and coordinate various types of internal and external calls and meetings with numerous stakeholders.
-Own the preparation of materials for these meetings; PowerPoint and Excel skills will be critical.
-Prep Founding Partner and CFO before meetings by ensuring they have proper materials in advance, and check-in after meetings to manage follow ups / takeaways.
-Regularly monitor and adjust calendars given the dynamic nature of our business.
-Plan domestic and international travel and transportation for business and personal trips.
-Coordinate and manage lunch and dinner reservations.
Project and Event Management
-Organize, plan, coordinate, and manage the day-of activities for special projects and events. This includes assisting with the research, selection, and coordination of venues for company outings, menu selection, contract negotiation, and overall execution.
-Serve as the lead Executive Assistant responsible for updating and maintaining firmwide materials and scheduling firmwide events (corporate/holiday calendar, Partners and Investment Committee meeting decks, offsite materials, etc.).
Finance Support
-Maintain and distribute compliance materials and update and share the restricted trading list with the Firm.
-Compile legal documents including signatures, notarizations, etc.
-Coordinate tax related items
-Maintain and distribute onboarding materials for new hires and aid in successful onboarding experience for all.
Core Administrative Execution / Personal Assistant Support
-Prepare and submit expense reports and reimbursements in a timely fashion.
-Run errands as requested.
-Personal assistance including scheduling family travel / logistics for vacation, events, dinner parties, wine management, and family financials.

REQUIREMENTS
-8+ years of EA experience in Private Equity, Hedge Funds or Asset Management
-Experience managing travel itineraries, meeting planning and conference calls (including different time zones).
-Advanced proficiency in Microsoft Office (Excel, PowerPoint, Word) and Outlook.
-Bachelor’s Degree.
-Self-starter who demonstrates initiative and a team player mentality.
-Able to multi-task and pivot / reprioritize as new information emerges.
-Thinks proactively and anticipates / sees around corners.
-Uses critical thinking to solve problems.
-Communicates with speed and transparency.
-Strong attention to detail and uses discretion with confidential matters.
-Able to partner / influence others by diplomatically communicating with sector teams and admins (peers) to achieve alignment of firm activities.

PACKAGE
$150,000 Base Salary
Discretionary Bonus Based on Individual & Firm Performance
100% Covered Benefits
401k with Match
Laptop
Commuter Benefits
Lunch Provided Daily#ZR

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