Executive Assistant
Beacon Hill Staffing Group, LLC
New York, NY
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JOB DETAILS
SALARY
$45–$60 Per Hour
JOB TYPE
Full-time, Employee
SKILLS
Asset Management, Automotive Repair and Maintenance, Biology, Calendar Management, Continuous Improvement, Executive Assistant Skills , Fortune 500 Customers, Hedge Funds, Investment Management, Legal, Management Reporting, Microsoft Excel, Microsoft PowerPoint, Microsoft Word, Organizational Skills, Plan Meetings, Proposal Writing, Regulations, Schedule Development, Systems Maintenance, Telephone Skills, Time Management, Travel Planning, Work From Home
LOCATION
New York, NY
POSTED
26 days ago
Our client, an investment firm, is seeking a Temporary Executive Assistant to support one of their Portfolio Managers. Hours are from 8am-5/6pm with overtime availability required. This is a hybrid schedule of three days in the office and two days working from home, but flexibility as need depending on when the Portfolio Manager will be in. They are looking to get someone in the seat ASAP and this will be an open-ended opportunity. Compensation is $45-60/hour.
Key Accountabilities:
- Ensures that all materials going out from the Executive Vice President/Portfolio Manager's office are accurate, professional, timely and reflect positively on the Executive Vice President/Portfolio Manager and the organization
- Actions taken ensure that the Executive Vice President/Portfolio Manager can function efficiently and effectively in performing his role for the organization
- Anticipates Executive Vice President/Portfolio Manager's needs and provides answers, solutions, and options to ensure those needs are met
- Responds to changes with an appropriate sense of urgency and professionalism
- Anyone who interacts with the Executive Vice President/Portfolio Manager's office (e.g. Board Members, Staff, and Other Stakeholders) feels confident in the answers or next steps provided and that their needs are met
- Communications are highly professional and the highest level of confidentiality is maintained at all times
Duties & Responsibilities:
Communication:
- Answer phones professionally, ensuring that prospects and clients feel valued, and have a positive image of the organization
- Ensure timely, accurate response to email, phone, and other inquiries
- Record all messages and voicemails received for Executive Vice President/Portfolio Manager's office and email messages to Executive Vice President/Portfolio Manager
- Coordination of proper and regular communication with members of senior management
Travel:
- Make travel arrangements aligned with needs and desires of Executive Vice President/Portfolio Manager. Arrangements are to be accurate, cost effective and any related details are to be attended to
- Maintain availability to Executive Vice President/Portfolio Manager while he is traveling for research issues and making appropriate modifications in a timely manner. Will email Executive Vice President/Portfolio Manager's personal and business e-mails and/or call with revised information for Executive Vice President/Portfolio Manager
- Prepare day-to-day, hour-to-hour, itinerary for Executive Vice President/Portfolio Manager while traveling complete with relevant information, bios, contact information, etc. as applicable
- Schedule travel (hotels, car service) for Board members as required
- Call and confirm appointments the day before travel takes place
Scheduling:
- Maintain Executive Vice President/Portfolio Manager's calendar including scheduling all appointments, meetings, events, media interactions, etc. (both business and personal as required)
- EA will be cognizant of Executive Vice President/Portfolio Manager's needs as well as maintain a strategic perspective when establishing schedules
- Coordinate with the Board of Directors and Shareholders on meeting facilitation
- Schedule and organize regular meetings with entire investment team. Record meetings and ensure proper follow-up from relevant analysts
- Ensure that regular one-on-one meetings are occurring with individual members of the investment team
Organizing:
- Maintain filing system that ensures files are accurate and information can be retrieved quickly and easily
- Maintain an organized office for the Executive Vice President/Portfolio Manager ensuring he has all the necessary materials on hand and when traveling or attending meetings
- Organize and coordinate routine management reporting from all areas of the Firm, ensuring that information is delivered in a timely manner
Other:
- Prepare materials, proposals, presentations, etc. in PowerPoint, Word, Excel, etc. from rough notes and edits. Ensure accuracy and relevant creative integrity is in line with company or client image and needs
- Organize project work assigned to analysts and ensure that assignment progress meetings are scheduled
- Organize and supply relevant internal and external research materials for Executive Vice President/Portfolio Manager
- Perform ad hoc functions to support the success of the Executive Vice President/Portfolio Manager and company
Qualifications:
- 5+ years' experience with assisting a high-level senior executive in Equity Asset Management or Hedge Fund is a must
- Undergraduate degree or an equivalent combination of training and experience, Advance degree preferred
- Grade Point Average (GPA) of 3.0 or above in a 4.0 scale
Beacon Hill is an equal opportunity employer and individuals with disabilities and/or protected veterans are encouraged to apply.
California residents: Qualified applications with arrest or conviction records will be considered for employment in accordance with the Los Angeles County Fair Chance Ordinance for Employers and the California Fair Chance Act.
If you would like to complete our voluntary self-identification form, please click here or copy and paste the following link into an open window in your browser: https://jobs.beaconhillstaffing.com/eeoc/
Completion of this form is voluntary and will not affect your opportunity for employment, or the terms or conditions of your employment. This form will be used for reporting purposes only and will be kept separate from all other records.
Company Profile:
Founded by industry leaders to set a new standard in search, career placement and flexible staffing, we deliver coordinated staffing solutions with unparalleled service, a commitment to project completion and success and a passion for innovation, creativity and continuous improvement.
Our niche brands offer a complete suite of staffing services to emerging growth companies and the Fortune 500 across market sectors, career specialties/disciplines and industries. Over time, office locations, specialty practice areas and service offerings will be added to address ever changing constituent needs.
Learn more about Beacon Hill and our specialty divisions, Beacon Hill Associates, Beacon Hill Financial, Beacon Hill HR, Beacon Hill Legal, Beacon Hill Life Sciences and Beacon Hill Technologies by visiting www.bhsg.com.
Benefits Information:
Beacon Hill offers a robust benefit package including, but not limited to, medical, dental, vision, and federal and state leave programs as required by applicable agency regulations to those that meet eligibility. Upon successfully being hired, details will be provided related to our benefit offerings.
We look forward to working with you.
Beacon Hill. Employing the Future (TM)
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