Job Description

IMPORTANT: Please read the full job description carefully. Additional information is required to apply, including responses to specific questions listed below. Incomplete applications will not be considered.

JOB SUMMARY

The Founder and CIO of a successful global alternative asset manager seeks a proactive, self-driven Executive Assistant who is passionate about high-level executive support, holistic organizational effectiveness, meticulous attention to detail, and clear and concise communication. From day one, the EA will have an immediate impact on organizing and owning the CIO’s day to day, making time, information and decision processes more effective. This position will work in collaboration with the CIO, internal and external senior management teams, personal support functions and other advisors while practicing a collegial approach to all duties. This is a role that requires absolute discretion and trust, with a fierce commitment to maintaining privacy and respect. The executive seeks an emotionally intelligent critical thinker with excellent problem-solving skills that demonstrates a low ego, high confidence, accuracy and efficiency mindset. This role is ideal for a resourceful, analytical, results-oriented problem solver with the ability to make decisions using sound judgment, execute, and lead through influence and collaboration. The successful candidate will be able to adapt quickly, be extremely well-organized, demonstrate high EQ and professionalism in a variety of environments, and possess significant previous experience managing a senior executive across their pursuits. This is a fast-paced, fluid environment so the EA must be flexible and anticipatory, comfortable navigating uncertainty, willing to roll up his/her sleeves with a “no task is too small” attitude, capable of managing multiple diverse tasks simultaneously, and have a hunger for learning. The requirements of the position stretch across a range of responsibilities demanding administrative and operational acumen while providing hands-on support and diligent follow-through. This role represents a unique opportunity to be exposed to and operate at the highest levels of a successful company.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Direct Support of the Founder and CIO

· Build and lead the daily operations of the CIO’s office by managing his calendar and communication

· Oversee an array of administrative tasks including professional and personal scheduling, file and database maintenance, materials preparation, and extensive coordination of domestic and international commercial and private travel and logistics

· Serve as a central point of contact for the coordination of the CIO’s activities and ensure timely and accurate preparation and distribution of information to all relevant parties

· Triage all incoming requests for the executive’s time to ensure his calendar is aligned with the priorities of the firm and his involvement in a project or decision-making process happens at the right moment

· Cultivate deep relationships and act as an air traffic controller

· Organize and oversee meetings, coordinating and preparing advance-briefing materials

· Track high priority initiatives to identify any potential obstacles, providing analysis and solutions

· Serve as liaison between CIO, senior leaders and internal/external stakeholders

· Proactively identify opportunities to add value to the CIO and the company

· Run errands, oversee other support activities and special projects, as identified and requested

· Assist with entertainment and lifestyle opportunity sourcing and procurement

· Appropriately represent the executive in all interactions to colleagues, peers, family, local communities, external counterparties

· Develop, implement, and maintain protocols to ensure that all aspects of the CIO’s life run smoothly

Administration and Operations

· Provide support to and collaborate with senior executives as directed by the CIO to ensure that company goals and objectives are accomplished and operations run efficiently

· Maintain and enhance processes that support the CIO, coordinating both internal and external resources to streamline workflows and decision-making

· Develop and build solid relationships across the organization to increase efficiency and responsiveness in new and existing operations

· Foster a growth-oriented, positive and encouraging environment while maintaining accountability

· Utilize a strong understanding of technology tools and systems to streamline processes and enhance productivity in the smooth operation of executive functions

· Design and actively maintain a detailed contacts list and document management system

· Communicate frequently and collaboratively with other support staff including vendors and household staff

Meeting & Event Preparation

· Plan corporate meetings and events, as requested, ensuring all logistics and details are executed thoughtfully, smoothly and efficiently

· Assist with personal event planning, including organizing meetings with event planners, caterers, florists, security, etc.

· Assist in management of the holiday season, including cards, gifts, entertainment, etc.

KNOWLEDGE, SKILLS AND ABILITIES

· Strong attention to detail, pride in ownership, and sense of urgency, while being a self-starter – anticipate and identify before matters are brought to your attention

· Excellent judgment, critical thinking and decision-making ability – a resourceful and creative problem solver

· Professional, concise, clear and honest communicator – both verbal and written

· Low ego and willingness to pitch in wherever and whenever needed to achieve the highest-level outcome

· High degree of confidentiality, integrity, discretion, and diplomacy at all times

· Impeccable organization and prioritization skills, able to oversee multiple projects and competing interests simultaneously, adhering to strict deadlines

· Thrive in a fast-paced environment while navigating ambiguity and complexity and delivering excellence efficiently

· Possess a high level of emotional intelligence with the ability and desire to deliver with cadence, thought, and passion

· Strong time and project management capabilities; able to understand and adjust to changing circumstances, direction, and personal styles

· Build strong relationships with colleagues and external stakeholders by fostering trust and cooperation

· Commitment to personal growth – interest in feedback and willingness to act on it

· Dedicated and flexible with a strong work ethic as no two days will be the same

· Thoughtful, observant, and attentive to the CIO’s preferences and intuitive at replicating the qualities he enjoys

· Tasteful sense of style and high aesthetic standards

· Alignment with and commitment to company values

· Have advanced skills in Microsoft Office Suite, internet navigation and other office productivity tolls, with an aptitude to learn new systems

· Be comfortable with Apple products including iPhones, iPads, MacBooks, etc.

EDUCATION AND EXPERIENCE

· At least ten years of administrative experience supporting a busy, senior executive-level leader personally and professionally

· Previous financial services experience preferred

· Bachelor’s degree preferred

· Successfully complete an in-depth background investigation, including a cyber and social media risk evaluation

· Ability to legally work in the United States

PHYSICAL REQUIREMENTS

This position requires computer and phone work for extended periods of time and could include light lifting of up to 15 pounds at times. Some ad hoc responsibilities may include long periods of standing or walking, including outdoors in all types of weather.

WORK ENVIRONMENT

The work environment, while generally quiet, is fast-paced and can be high pressure at times. Most of the work will be done in a corporate office, with occasional need to work at a residence or event location. Individual must be able to reliably and discreetly handle interaction, phone calls and correspondence with high-profile individuals.

LOCATION

Midtown Manhattan, in-person 5 days/week

COMPENSATION

Salary is dependent on experience.

Eligible for discretionary, performance-based annual bonus.

Comprehensive benefits package including medical, dental, vision, 401(k), and paid time off (PTO).

APPLICATION

To be considered, please include a cover letter with your application that answers the following questions. Applications without responses to these questions will not be reviewed.

1. Please list three characteristics that you are seeking in the executive that you support and how these translate to the effective completion of your duties.

2. What is your superpower and how does this help you excel professionally?

3. Provide an example of a stressful and high-pressure situation and how you responded.

4. You are planning an evening in NYC with friends. What’s the itinerary?

5. You are planning an evening in NYC with family. What’s the itinerary?

6. Describe a time you went above and beyond for your job.

7. Describe your greatest professional accomplishment and how you achieved it.

8. Why are you looking for a new role?

Job Tags

Similar Jobs