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New York City

    Executive Assistant to CEO/CIO - New York, United States - Family Office

    Family Office
    Family Office New York, United States

    2 weeks ago

    Default job background
    Banking / Loans
    Description

    Location: New York, NY 10011(This is a 100% onsite position)

    111 West 19th Street

    Position Type: Salary

    # of Openings: 1

    Compensation: $100k + bonus

    Title: Administrative Assistant to the Chief Investment Officer

    Job Description:

    This role will provide comprehensive support to the CIO of a Family Office. The ideal candidate will managing various administrative tasks such as calendar management, coordinating special events, improving communications between internal and external clients and colleagues, office manager support, and special projects with efficiency, professionalism, and attention to detail. This role is 100% onsite with the expectation of being at the desk during working hours and as needed for emergencies after hours.

    Responsibilities

    • Manage the executive's calendar, making appointments, and prioritizing tasks effectively.
    • Act as the primary point of contact between executives and internal/external clients and colleagues.
    • Schedule and organize meetings, including preparing agendas, taking minutes, and drafting meeting briefs.
    • Draft emails, memos, and other communications on behalf of the executive, ensuring clarity and professionalism.
    • Maintain accurate records and files, ensuring easy access and retrieval of information.
    • Prepare reports, presentations, spreadsheets, and other materials as required.
    • Perform minor accounting or billing duties with precision and accuracy.
    • Handle incoming phone calls in a professional manner reflective of the organization and executive.
    • Office management responsibilities, including overseeing office supplies, equipment maintenance, and coordinating office logistics to ensure a smooth and efficient work environment.
    • Maintain filing and database systems, proactively seeking opportunities to streamline and improve processes.
    • Arrange travel arrangements, including flights, ground transportation, lodging, dining, and other activities.
    • Undertake personal assistant responsibilities as needed, demonstrating flexibility and adaptability.

    Skills

    • Comfortable with complexity and ambiguity, able to navigate challenging situations with ease.
    • Highly organized, capable of managing multiple tasks and priorities simultaneously.
    • Strong communicator, both verbally and in writing, with the ability to convey information clearly and effectively.
    • Detail-oriented, ensuring accuracy and precision in all tasks and communications.
    • Discreet and trustworthy, handling confidential information with the utmost sensitivity.
    • Resourceful problem solver, able to find solutions and overcome obstacles independently.
    • Self-starter with a proactive attitude, taking initiative to identify and address needs before they arise.
    • Proficient multitasker, able to balance various responsibilities efficiently.
    • Excellent interpersonal skills, fostering positive relationships with colleagues, clients, and guests.

    Qualifications

    • Minimum of 3+ years of proven experience as an administrative assistant or in a similar role, demonstrating proficiency in managing administrative tasks in a fast-paced environment.
    • Bachelor's Degree
    • Advanced proficiency in office software (e.g., Microsoft Office Suite, Google Suite), with a strong ability to create and edit documents, spreadsheets, and presentations with accuracy and efficiency.
    • Excellent organizational skills, including the ability to prioritize tasks, manage calendars, and maintain meticulous records with attention to detail.
    • Outstanding communication skills, both written and verbal, with the ability to interact professionally and confidently with executives, clients, and colleagues at all levels of the organization.

    Working Conditions

    • Desk-based environment 100% on site.
    • Regular use of computer systems and software for calendar management, reporting, and communication
    • Collaborative work with team members and stakeholders across various departments.
    • Occasional requirement for extended periods of sitting and concentration.
    • A flexible schedule may be necessary to accommodate deadlines and business needs.

    Committed to equal employment opportunities for all. We will not discriminate against employees or applicants for employment on any legally recognized basis, (protected class), including but not limited to race, color, religion, genetic information, national origin, sex, pregnancy, childbirth, medical conditions, age, disability, citizenship status, uniform service member status, or any other protected class under federal, state, and/or local law.

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