Executive Assistant

Overview

This role is based in the New York City office within the Hedge Fund Solutions group and supports a sizable group of investment professionals across the New York and West Conshohocken offices. The position centers on high-level administrative coordination, confidential handling of information, and day-to-day executive support.

What you will do

• Learn and follow company policies and procedures related to travel and expenses, including approval limits and required sign-offs.
• Organize travel itineraries, bookings, and schedules for meetings, conferences, and events held both on-site and off-site.
• Set up client meetings in the office, including room booking, catering, and handling logistics on the day of the meeting.
• Prepare, submit, track, and update expense reports in Concur to help ensure expenses are processed on time.
• Answer calls, handle inquiries professionally, route them to the right people, and capture accurate messages.
• Use sound judgment when dealing with both internal stakeholders and external clients.
• Protect sensitive firm, employee, and client information with a high level of confidentiality.
• Manage busy calendars, schedules, and meeting coordination with a strong focus on accuracy.
• Provide backup support to other administrative team members when they are away or when additional help is needed.
• Review incoming emails, prioritize them, and take the appropriate next step.
• Handle domestic and international travel arrangements, including visa coordination with travel desk support, currency exchanges, and ground transport.
• Coordinate complex schedules by checking availability, suggesting suitable times, and revising plans as needed.
• Plan travel logistics carefully, including realistic travel times between meetings, airports, and hotels.
• Manage documentation by organizing, streamlining, and properly recording important files and records.
• Support employee onboarding and offboarding for permanent staff, temporary staff, and interns.
• Help arrange the execution of legal documents by the appropriate officers.
• Take on additional project work and other duties as assigned.

Qualifications

• Previous administrative experience at the executive level is required.
• A college degree is mandatory.
• Strong knowledge of Microsoft Office applications is required.
• Experience in financial services is preferred.
• Excellent written, verbal, and interpersonal communication skills are important.
• Ability to stay flexible, proactive, and open to new assignments is essential.
• Strong service mindset with excellent attention to detail.
• Comfort working independently as well as as part of a team.
• Quick learner who can adapt to proprietary systems and new processes without much delay.
• Ability to balance multiple priorities, act on own initiative, and escalate issues when needed.
• Willingness to adapt as team needs and business complexity change.

Compensation

The pay rate for this contract role is $37.00 per hour on W-2.

Additional Information

This opportunity involves supporting a fast-paced financial services environment and handling a wide range of administrative, travel, scheduling, and documentation tasks. The role may include ad hoc assignments and backup coverage for colleagues as business needs evolve.

Privacy and Confidentiality

The position requires careful management of highly sensitive information related to the firm, its employees, and its clients.