Investor Relations Coordinator/Executive Assistant - New York, NY
2 days ago
Job description
Investor Relations Coordinator, Partnership & Executive Assistant
Chief Partnership Officer Support
Position Summary
This role serves as a dedicated strategic support partner to the Chief Partnership Officer (CPO), operating at the center of investor engagement, internal coordination, and executive workflow management. The Coordinator ensures the CPO's time, communications, travel, and follow-through are executed with precision and foresight.
Acting as a critical liaison across Investor Relationship Management, Investor Business Development, and Investor Data & Operations, this individual drives alignment, maintains operational order, and safeguards execution quality across Partnership functions.
The position demands discretion, composure under pressure, and the ability to anticipate needs before they arise.
Core Responsibilities
Executive Calendar & Strategic Prioritization
- Oversee and strategically manage a highly active and shifting calendar.
- Assess and prioritize commitments based on business impact and investor significance.
- Conduct proactive weekly and daily forward-planning reviews to identify conflicts and capacity constraints.
- Provide selective inbox monitoring to elevate urgent matters and key decisions.
- Maintain a comprehensive scheduling system integrating professional and personal obligations to avoid conflicts.
Travel & Roadshow Management
- Coordinate complex domestic and international travel itineraries, including multi-city investor roadshows.
- Develop detailed travel schedules that incorporate meeting sequences, preparation time, and contingency buffers.
- Maintain oversight of required documentation (passports, visas, trusted traveler programs).
- Partner with IR and BD teams to align travel plans with investor outreach strategies and event calendars.
Investor Contact & Data Integrity
- Capture and digitize contact information obtained through meetings, conferences, and networking events.
- Maintain structured and well-organized contact systems within Outlook and CRM platforms.
- Ensure synchronization and data accuracy across internal systems through collaboration with Data & Operations.
- Support consistent record-keeping standards aligned with investor engagement protocols.
Meeting Lifecycle Oversight
- Coordinate preparation materials for investor, consultant, and internal leadership meetings.
- Ensure briefing documents, agendas, and background information are organized and delivered in advance.
- Track follow-up actions and deadlines across teams to guarantee accountability.
- Maintain accessible archives of meeting materials and correspondence.
Compliance & Corporate Hospitality Oversight
- Administer and update the firm's Gift Log, monitoring thresholds and escalation requirements.
- Manage inventory and distribution of branded materials and conference items.
- Coordinate with Compliance for necessary approvals and reporting requirements.
Operational & Administrative Execution
- Prepare and reconcile expense reports in a timely and accurate manner.
- Track budgets related to travel, conferences, and hospitality.
- Interface with external vendors and event organizers as needed.
- Support ongoing CPO initiatives and cross-functional projects.
- Maintain strict confidentiality across all matters involving investors and firm strategy.
Performance Objectives
- Maximize the CPO's productivity through disciplined time and workflow management.
- Maintain flawless execution of travel, investor meetings, and follow-ups.
- Ensure clean, organized, and synchronized data systems.
- Strengthen cross-functional communication across Partnership teams.
- Identify and mitigate operational friction points before escalation.
Candidate Profile
- Prior experience supporting senior leadership within investment management, private equity, or financial services.
- Advanced proficiency in Outlook, Microsoft Office, and CRM systems.
- Demonstrated ability to manage multiple competing priorities with composure.
- Strong written and verbal communication skills.
- High degree of professionalism, discretion, and independent judgment.
- Detail-oriented with strong organizational instincts.
Benefits:
- 100% Paid M/D/V
- 4x in office
- Free lunch, daily
- 120k-150k base + discretionary bonus
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