Executive Assistant

Gen 2 Careers•New York, NY

1d•Hybrid

About The Position

Gen II Fund Services is seeking an all-star Executive Assistant (EA) to support several members of its senior leadership team in our New York headquarters. The ideal candidate is a self-starter, resourceful, organized, a good problem solver and can seamlessly handle a variety of administrative responsibilities and projects. This person balances the ability to be proactive and professionally completes tasks independently but also enjoys being a member of the C-suite admin team.

Requirements

5+ years of administrative experience required, ideally for more than one C-suite executive
High proficiency in MS Office including Microsoft Word, Outlook, PowerPoint, and Excel
“People person” with a client service mentality who likes to engage with others
Ability to multitask. Be thorough, process and detail oriented with ability to complete tasks with minimal errors in a timely manner
Strong communication skills, professional presence, superb organizational skills and experience dealing with confidential information (NDA required)
Excellent writing and analytical skills
Comfortable working in a fast-paced and dynamic office environment
Flexible, responsible, dependable, patient, and efficient

Nice To Haves

Associates or college degree preferred
Finance industry experience preferred but not required

Responsibilities

Day-to-day administrative support for a minimum of three senior executives
Maintain complex and detailed calendars including acting as a gatekeeping and prioritizing demands on the executive’s time
Format and help proofread communications
Generate and meticulously edit proposals, agreements, pitch books and other documents
Export, manipulate and format data in excel
Coordinate logistics of both internal and external meetings including setup and take down of audiovisual equipment for meetings and trainings
Organize complex travel arrangements including international travel
Process expenses through the firm’s travel and expense system
Communicate effectively and collaboratively with internal staff, leadership, and clients in a professional manner
Maintain and update digital filing system (Box)
Handle regular activities proactively and advise leadership, in advance, of issues or delays
Assist in editing and preparing spreadsheets and presentations including printing and binding for client and internal meetings
Lead and coordinate ad-hoc projects as requested
Work cooperatively and in partnership with administrative team to back up and support each other
As necessary, help provide rotating front desk relief coverage for receptionist during her lunch periods and PTO