Executive Assistant to Head of Investor Relations
1 week ago
We are seeking a highly skilled and experienced Executive Assistant to support the Head of Investor Relations and other members of the team. The ideal candidate will have a minimum of 5-7+ years of high-level administrative support experience working in financial services, with a strong background in executive support and a proven track record of delivering exceptional results.
Key Responsibilities- Provide high-level executive administrative support to the Head of Investor Relations and other members of the team, including scheduling and organizing meetings, conferences, and off-sites, as well as coordinating complex domestic and international travel arrangements.
- Manage and maintain busy and ever-changing calendars, including scheduling appointments and meetings, and ensuring that all necessary materials and information are prepared and available.
- Coordinate weekly IR Team meetings, including preparing and distributing meeting materials, tracking and confirming attendance, and ensuring that all necessary logistics are in place.
- Allocate and process expenses for professionals, including American Express and Out of Pocket expenses, using the Concur expense management system.
- Prepare agendas and compose letters, memos, and routine correspondence, editing for accuracy and clarity of final copy, and proofreading for spelling, grammar, format, and consistency.
- Plan off-site team events, including all related logistics, budgeting, and expense processing.
- Screen and answer a large volume of incoming calls and greet guests in a professional and courteous manner.
- Establish, develop, maintain, and update e-filing system.
- Process and code invoices, identifying and implementing process improvements.
- Coordinate closely with team and other assistants to provide phone coverage and back up assistance.
- Handle recruitment coordination and logistics for new employees for the team in partnership with Human Capital, and assist with onboarding new team members.
- Use US Mail, FedEx, and other services to send and track priority mail.
- Perform other related general administrative tasks as assigned and required.
- Minimum 5-7+ years of applicable high-level executive administrative support experience working in financial services.
- Bachelor's Degree required.
- Ability to thrive in a fast-paced and rigorous work environment, with a demonstrated ability to prioritize competing demands and meet deadlines.
- High level of discretion required.
- Strong initiative and ownership of responsibilities, with a proactive, positive attitude towards given tasks, and a demonstrated ability to plan ahead for potential issues and take appropriate action.
- Strong attention to detail, responsiveness, and follow-through on open items.
- Exemplary interpersonal skills necessary to handle sensitive and confidential situations, with a demonstrated ability to maintain poise, tact, and diplomacy.
- Superb written and verbal communication skills, with a strong attention to detail when composing and proofing materials.
- Experience supporting a group of executives in a corporate environment highly preferred.
- Team-oriented and a collaborative attitude is a must.
- Extensive knowledge of Microsoft Outlook and proficiency in Excel, Word, and PowerPoint.
- Working knowledge of office administrative procedures and operating standard office equipment.
Founded in 1990, Solomon Page is a specialty niche provider of staffing and executive search solutions across a wide array of functions and industries. The success of Solomon Page reflects an organic growth strategy supported by a highly entrepreneurial culture. Acting as a strategic partner to our clients and candidates, we focus on providing customized solutions and building long-term relationships based on trust, respect, and the consistent delivery of excellent results.
For more information and additional opportunities, visit: https://www.solomonpage.com/ and connect with us on Facebook, and LinkedIn.
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