IR Executive Assistant/Coordinator

Published June 4th, 2024

The will support our Investor Relations team, reporting to the Co-Head of Investor Relations and contribute to the overall productivity and efficiency of the department. 
Primary Responsibilities:

  • Provide administrative support including managing multiple active calendars, handling internal and external client correspondence, preparing expense reports, and completing other office organizational tasks
  • Arrange complex travel plans for all IR-related travel. Compose detailed itineraries and agendas for trips
  • Manage a high volume of daily emails
  • Coordinate all internal and virtual meetings and professional events, including preparing agendas and food menus as needed, corresponding with participants
  • Take ownership of maintaining CRM system, including managing the weekly internal calendar report, accurately entering all client and prospective client interaction data, and updating all contact details from email signatures
  • Stay in-tune with senior team members’ needs and priorities, including scheduling and travel, exercising initiative and independent judgement
  • Responsible for printing and assembling hard copy materials for IR-related meetings
  • Facilitate communication between the firm’s internal departments and outside investors to ensure timely communication and coordination
  • Prioritize conflicting needs, handle matters expeditiously, and follow through on projects to successful completion, often with deadline pressures
  • Serve as back-up for the firm’s receptionist and other administrative duties as needed

 
Requirements:

  • Minimum of 3 years’ relevant work experience and a BA/BS degree with strong academic performance
  • Superb organizational skills
  • Ability to manage multiple tasks, prioritize effectively, meet deadlines, and deliver high quality work in a fast-paced environment with minimal oversight and excellent attention to detail
  • Extensive experience with logistics and travel
  • Strong interpersonal and communication skills and the ability to build relationships with both internal and external counterparts
  • Deeply comfortable with technology and strong aptitude for learning new technology and programs.
  • Experience with, or ability to become expert in Dynamo (CRM), Zoom Conferencing, Concur (expense management), and Asana
  • Skilled in Microsoft Office applications including Outlook, Excel, and PowerPoint
  • Must approach all aspects of responsibilities with the highest level of discretion and integrity
  • Take ownership of work projects and processes
  • Strong work ethic, initiative, and a proactive approach

 

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