Executive Assistant at Beacon Hill Staffing Group, LLC
New York, NY
About the Job
Our client, a private equity company located in Midtown, Manhattan, is seeking a Temporary to Permanent EA to Head of Global Equities to join their NYC team. The hours are 9am-5pm with flexibility for overtime and this role is in the office four days a week with 1 day wfh.
Responsibilities:
- Provide a full range of administrative services for the EVP and NY-based portfolio managers and analysts.
- Ensure quality service, confidentiality, professionalism, and proactiveness in all interactions and tasks.
- Manage incoming and outgoing communications, including emails, phone calls, reports, and internal correspondence for the EVP.
- Handle general office duties such as ordering catering, mail distribution, and meeting room bookings.
- Assist the EVP in tracking a wide array of business initiatives, with regular follow-up and progress reports.
- Schedule meetings, organize catering, prepare agendas, take minutes, and document action items for leadership team meetings and strategy sessions.
- Plan and coordinate onsite and offsite meetings, special functions, and events (e.g., all-team town halls and annual team offsites).
- Accurately prepare reports, presentations, emails, and sensitive documents on behalf of the EVP, including presentations intended for the Executive Leadership Team and the Board.
- Conduct research and utilize appropriate sources to gather required information.
- Manage and maintain a complex Outlook calendar for the EVP.
- Coordinate extensive domestic and international travel arrangements, including arranging visas, booking hotels and transportation, and managing itineraries.
- Assist with projects and special assignments by establishing objectives, determining priorities, troubleshooting, and adjusting plans.
- Resolve any issues that may arise in a professional and calm manner.
- Manage invoices, budget reports, and timely submission of team expense reports.
Qualifications:
- Minimum 5 years of executive assistant experience supporting a senior executive in a large, complex, international organization.
- EA experience in a financial services organization is preferred (ie. investment banking, sales & trading, wealth management, accounting).
- Post-secondary education (college or university) is required.
- Excellent computer literacy and deep proficiency in Microsoft Office Suite (Teams, Outlook, PowerPoint, and SharePoint).
- Exceptional interpersonal, verbal, and written communication skills.
- Ability to work well under pressure and meet tight deadlines.
- An ease and superior proficiency with numbers.
- A service mindset, when partnering with internal stakeholders and business contacts.
- Keen attention to detail when writing and editing business documents, managing meeting and travel calendars, and preparing expense reports.
- Experience booking international travel
- Flexibility to work extra hours on occasion and sometimes on short notice.
- Demonstrated strength in time management and organizational skills with the ability to multi-task in a fast-paced and demanding environment.
Compensation/Benefits:
- Up to $125K base depending on experience + bonus
- 100% company paid medical, dental, and vision
- 401K with up to 6% match
- 20 PTO days (15 vacation, 5 personal) plus holidays
Beacon Hill is an Equal Opportunity Employer that values the strength diversity brings to the workplace. Individuals with Disabilities and Protected Veterans are encouraged to apply.
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 Staffing Group 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.beaconhillstaffing.com.
We look forward to working with you.
Beacon Hill. Employing the Future (TM)
Salary
125,000 - 125,000 /year