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Executive Assistant to Managing Director, Product, PWM Team-Private Equity Firm-Hybrid
2 months ago
The Windfall is partnering with a Private Equity firm that is seeking to hire an Executive Assistant. This is working at their midtown, Manhattan office which is HQ for the Americas. You will be joining the already established PWM team while continuing to be an integral part of its growth. The team works extremely hard, contributes to the entire firm, has a team oriented training program and keeps a positive atmosphere. You will be supporting the Private Wealth Management Client Relations team while reporting into and supporting the Managing Director of Product. The PWM CR team delivers the firm’s purpose driven investment strategies to Private Wealth firms and their advisors and helps to drive commitments from end clients with PWM firm advisors and home office sales teams, Private Wealth Firms encompass large private banks, wire house/broker dealers, custodians, and registered investment advisors. PWM coverage will also include single and multi-family offices. This role is working in the office Monday-Thursdays, WFH Fridays from 8:30am-5:30pm with the flexibility for overtime.
RESPONSIBILITIES
For the Managing Director
• Coordinate domestic and international travel arrangements, which include flights, hotels, trains, car service, dinner reservations, internal and client meetings, and events, etc.
• Maintain executives’ calendar, schedule all meetings and conference calls, field e-mails and phone calls requesting meetings, handle meeting conflicts and prioritization issues
• Assist in preparation for meetings with existing and prospective clients including preparing agendas, prep iPads, and following up on action items.
• Maintain salesforce database updates including adding new prospects/clients, updating contacts, editing existing client information, and adding event information
• Conduct research as needed to support the executive’s initiatives and decision-making
For the Field Sales Directors & Internals
• Coordinate internal team meeting travel arrangements, which include flights, hotels, dinner reservations and meetings where the team is gathering for company internal events (off sites, new hire trainings etc.)
• Manage the review and approval process for team field expenses related to day-to-day travel and events with end clients and advisors
• Process invoices for regional field events
• Day to day field travel will be managed directly by the field sales directors and internals
• Meeting and calendar coordination for sales directors will be managed by their internals not by the Executive Assistant
Other Responsibilities
• Coordinate logistics and side meetings for large- and small-scale conferences.
• Provide coverage when other assistants are on vacation/out of office
• Organize internal and external happy hours, offsites, dinners, activities (sporting events, etc.)
• Review contracts and invoices for venues and sites for both external and internal events.
REQUIREMENTS
3+ years of EA experience in finance, consultancy or tech
Experience and interest in;
Travel and logistic coordination (domestic and international)
Heavy calendar management
Working with databases
Work in an international environment
Communicating with executives
Experienced computer user: Slack, Gmail, Google Calendar, Dropbox, Salesforce, PowerPoint, Excel, Word
Team-minded approach to tasks and projects
Ability to multi-task and prioritize/re-prioritize as needed
Service minded with a ”can do” attitude
Focus on quality and a strong attention to detail
Flexible style and the ability to seek solutions both independently and as part of a team
Capable and driven to take initiatives
Sound commercial judgment
Strong communication skills
Strong interpersonal skills (heavy coordination across business lines)
PACKAGE
$115,000 Base Salary
Discretionary Bonus Based on Individual & Firm Performance
100% Covered Benefits
4% 401k Match
iPhone & Laptop
Commuter Benefits
Breakfast, Lunch & Snacks Provided Daily
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