Administrative Assistant

We are seeking a highly organized, proactive, and resourceful individual to join the firm as an Administrative Assistant. This is a key role on the small but highly functional Office of the CEO team. The successful candidate will thrive in a fast-paced environment, have a high level of attention to detail, be curious about learning about investment banking and marketing, be adaptable to changing priorities, and demonstrate a high level of professionalism and discretion. 

Reporting directly to the Chief of Staff (CoS), the role operates within a dynamic and fast-paced boutique investment banking environment. In addition to administrative support, as with any role at a small firm, this person will wear a few hats.  The Administrative Assistant will also be responsible for event planning for firm-wide recurring events like the holiday party and golf invitational, and for managing the firm’s LinkedIn profile, and for other project work that helps leverage the Chief of Staff in her many duties.  This is an opportunity for an early-stage professional who is hungry for more responsibility and eager to work hard to get a front row seat showing how the Office of the CEO is run. 

Essential Responsibilities

• Provide administrative support for the Chief of Staff, serving as the primary point of contact for internal and external stakeholders.
• Manage the CoS’s complex and dynamic calendars, scheduling appointments, creating meeting agendas and documents, and setting up video conferences, meetings, town halls, and events. Proactively anticipate and solve scheduling conflicts, looking days in advance for ways to optimize time and efficiency.  Prioritize commitments, and ensure efficient use of the executives’ time, rather than just slotting in meetings to openings.  Because the CoS and CEO’s calendars often overlap, this will entail working very closely with the CEO’s Executive Assistant
• Keep the CoS on track during the day, setting up video calls in advance, printing meeting materials, and informing attendees of delays or changes in the moment (and rescheduling as needed)
• Coordinate travel arrangements for the CoS
• Handle the CEO‘s and the CoS’s complex expenses
• Manage logistics for visitors, including arranging catering for meetings, room setup, equipment, and participant invitations
• Manage incoming phone calls, draft and edit emails and other written communications, and keep contacts up to date
• Maintain an organized and up-to-date filing system for documents, records, and confidential information
• Prepare and distribute departmental reports; ensure approvals and signatures are secured in a timely manner
• Create documents in Word/Excel/PowerPoint, track email and holiday card lists, prioritize requests as they come in, and respond to inquiries with a sense of urgency
• Handle sensitive and confidential information with the utmost discretion and professionalism
• Assist in drafting executive communications, including the CEO’s quarterly notes and press releases
• Coordinate executive-level events, functions, and engagements, including quarterly management meetings
• Coordinate all aspects of firm-wide events, including the annual holiday party, golf invitational, and summer event
• Support the day-to-day marketing needs of the firm
• Manage and grow the firm’s social media presence (LinkedIn only), monitoring and dynamically responding to promote engagement
• Periodically refresh and update the firm’s website
• Complete any reasonable projects or tasks as requested by CEO or his Chief of Staff

Required Qualifications

• Bachelor's degree
• 3-7 years’ experience as an Administrative Assistant or analyst or similar role, preferably in the banking or consulting sectors
• Exceptional organizational skills and the ability to multitask and ruthlessly prioritize
• Excellent written and verbal communication skills, with exceptional attention to detail
• Proficient in using productivity tools and software, including MS Office suite (Outlook, Word, Excel, PowerPoint)
• Professional discretion to handle confidential information, highest levels of integrity. Discretion and the ability to maintain strict confidentiality
• Flexibility to adapt to changing priorities and work in a fast-paced, deadline-focused environment
• EXCEPTIONAL attention to detail, with a healthy amount of self-motivation to get things done correctly
• Strong interpersonal skills and the ability to work with individuals at all levels of the organization
• Strong work ethic coupled with a sense of urgency around completing tasks
• Resourceful and proactive, with the ability to complete a high volume of tasks and project independently
• A “can do” attitude

Preferred Qualifications

• Project management experience
• Technology savvy
• The desire to make improvements on existing processes
• Financial services experience and understanding of investment banking

Salary

• Compensation is expected to range between $60,000 – $80,000, depending on experience. This is an hourly role with 1.5 times overtime.
• Eligible for end of year discretionary bonus

Location: New York, NY

Travel: N/A