Executive Assistant

Pay Rate: $37.00/hr on w2

This position sits within the Hedge Fund Solutions Group (New York City office) and involves administrative support for a large team of investment professionals situated in the New York and West Conshohocken offices.

• Become familiar with all firm policies and procedures related to expenses and travel, including monetary thresholds and required approvals
• Coordinate travel schedules, arrangements and agendas for on‑site and off‑site meetings, conferences and events
• Coordinate on‑site client meetings, including room reservations, catering, day‑of logistics, etc.
• Submit, maintain and monitor expense reports through Concur to ensure timely settlement of expenses
• Provide telephone coverage, including responding to inquiries, routing calls and taking detailed messages
• Use excellent judgment with both internal and external clients
• Manage and maintain confidentiality of highly sensitive information related to firm, staff and clients
• Heavy calendar monitoring, management and scheduling
• Provide backup coverage for administrative team colleague(s) during planned or unplanned absences
• Review and prioritize incoming emails and take appropriate action; perform related duties as assigned
• Have advanced experience making domestic and international travel arrangements, including procuring visas, currency exchanges and ground transportation
• Coordinate complex and extensive meeting schedules by previewing participant availability and proposing and adjusting days and times as needed
• Be adept at planning travel logistics such as real travel time between meetings, hotels and airports
• Manage documentation, coordinating, streamlining and properly recording important documents and files
• Assist with onboarding and offboarding all employees, including new hires (permanent, temporary, interns) and those departing the firm
• Facilitate execution of legal documents to be signed by various officers
• Perform ad hoc project work as required

• Prior administrative or related experience at the executive level is essential
• Flexible and proactive attitude with the willingness to take on new and ad‑hoc projects
• Highly service‑oriented and detail‑oriented individual capable of working independently and collaboratively
• Highly trainable with ability to learn new proprietary systems quickly
• Strong ability to manage multiple priorities and take independent initiative; escalation of matters when necessary
• Experience with in a financial services environment preferred
• Excellent written, verbal and interpersonal communication skills
• College degree mandatory
• Proficiency with all Microsoft Office software
• Adaptability to new challenges as the team and business complexity evolves