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Administrative Coordinator for Hedge Fund

2 months ago

Miami, United States Career Group Full time

Dynamic Hedge Fund Seeking Executive Assistant

Compensation: Based on experience level

Benefits: Comprehensive medical, dental, vision coverage, paid time off, and retirement plan

Location: On-site role with a standard work schedule.

Position Overview:

A prominent Hedge Fund is in search of a highly skilled Executive Assistant to provide essential support to the Portfolio Manager located in Miami, as well as assist teams based in both Miami and New York. The role encompasses a variety of administrative tasks including scheduling, logistical coordination, travel arrangements, expense management, and the organization of research materials for multiple stakeholders. The ideal candidate will demonstrate exceptional problem-solving abilities and a proactive approach to enhancing operational processes, thereby increasing team efficiency and functionality.

Key Responsibilities:

  • Assist Analysts, Portfolio Managers, and other senior executives within a long/short equity hedge fund environment.
  • Organize meetings with corporate entities and manage conference schedules.
  • Review communications from brokers regarding conferences.
  • Facilitate the flow of information to investors.
  • Monitor quarterly earnings calls, sell-side interactions, corporate access meetings, and related data.
  • Compile and categorize research documents, financial models, and corporate reports.
  • Arrange travel logistics including flights, accommodations, and ground transportation for team members.
  • Handle expense report processing.
  • Coordinate both internal and external meetings as well as company calls.
  • Manage phone coverage and calendars for the research team.
  • Oversee wire transfers for capital calls.
  • Sort and delegate company correspondence.
  • Assist with procurement and inventory oversight of office equipment.
  • Prepare and process invoices for the fund and the company.
  • Organize digital files for the company.
  • Manage customer relationship management systems.
  • Perform various administrative tasks.
  • Engage in ad hoc projects as needed.
  • Support personal projects, including travel arrangements and personal expense management.

We encourage interested candidates to submit their resumes for consideration.

Utilize tools to manage and share references effectively, as candidates with references are often preferred. Ensure your professional profile is current and begin gathering references early to enhance your candidacy.