Executive Assistant to Investor Relations Team - Global Private Equity Co.

Our client, a Well-Known Global Private Equity Company, is seeking a new Full-Time/Permanent Executive Assistant to support its Investor Relations Team, which includes 1 Managing Director, 2 Principals, and 1 Senior Associate. Candidates must have a minimum of 7+ years of applicable high-level executive administrative experience, ideally supporting an Investor Relations team within financial services (private equity strongly preferred), and a Bachelor’s degree is required. They should be extremely polished and professional, proactive, flexible, eager and willing to learn, high-performing, accustomed to working in a fast-paced, ever-changing environment, and possess excellent interpersonal and communication skills (both verbal and written) and high proficiency in Microsoft Office Suite (CRM database management experience strongly preferred). They should also be able to work independently as well as part of a team, demonstrate ownership of work, project manage and drive outcomes, receive constructive feedback, build a network of both internal and external stakeholders, etc. This is an incredible opportunity to work in IR and join a prestigious financial institution with a positive, team-oriented work culture.

• Salary depends on experience (120-145k base), plus discretionary bonus and a very generous benefits package that includes 22 company holidays (including a company closure between the Christmas holiday and New Years), fully paid healthcare, dental, and vision (including copays, etc.) that starts day one, 401k matching program, profit sharing after 2 years of service, TransitChek, and more.

Responsibilities:

• Schedule, organize, and prioritize extensive internal and external meetings, conference/video calls, and appointments with multiple constituents considering the logistics, technology, and materials; receive and vet invites; manage and maintain busy and ever-changing business and personal calendars with little or no input from the professionals, proactively and independently rearranging calendars a needed.
• Plan conferences, events, and dinners, both internally and offsite, with ownership of invites, budget, venue, and logistics.
• Use judgement to organize and gather necessary input from professionals, balance conflicting priorities.
• Sync investor meetings to CRM system; input professionals’ meeting notes in database as requested.
• Set up conference rooms for all IR in-office meetings, including preparing and distributing meeting materials, arranging catering, handling tech needs, etc. Manage all in-house and outside printing and binding of materials for all meetings.
• Create and prepare meeting agendas and bios for LPs; send digital materials ahead of meetings to LPs.
• Scan all team meeting notes to stay up to date on all LP activity and follow-ups.
• Coordinate complex international and domestic travel arrangements, often with little advanced warning, including flights, hotel accommodations, car services/ground transportation, visas and passports, dining reservations, etc.; prepare comprehensive and detailed itineraries and trip briefing books; liaise with other traveling companion EAs, travel agent, and Global Guardian as needed; adjust travel for weather and/or other conflicts. Record trips in CRM system.
• Prepare, process, and submit accurate, detailed, and timely expense reports, in accordance with Firm compliance and T&E policies. Maintain allocation spreadsheet for all IR meeting and conference expenses to submit to accounting team.
• Support professionals in their non-profit roles (e.g., fundraising campaigns, event invites and logistics, board, and committee meeting attendance, etc.).
• Assist with personal administrative duties, including interacting regularly with professional’s spouse/family as and where appropriate and liaising with personal accountant, family office, bankers, etc.
• Assist with mentoring and training staff.
• Serve as proxy to pre-clear trades and pre-clear gifts and entertainment through Firm compliance system.
• Track in-office working days for Partners for tax purposes. Maintain tax documents, ensure tax estimates are paid timely, coordinate with accountants for tax prep, etc.
• Draft outreach emails to investors, track in CRM (DealCloud) system, and circle back to non-responders.
• Coordinate with CRM team weekly to ensure regular touchpoints with all LPs and targets.
• Maintain and add accurate contacts, new target investors, and associated mailing lists in CRM without prompting.
• Develop direct relationships with external investors, their EAs/staff; interact with senior executives, board members, and other team members.
• Work within the wider EA team to support the professionals; provide back-up support and assist with workload management. Provide regular back-up support to lead Partner’s EA on demand on a variety of projects and daily activities, including coverage during PTO if firm floater coverage unavailable.

Required Qualifications:

• Minimum 7+ years of executive administrative experience, ideally supporting an IR team within financial services (private equity preferred)
• Bachelor’s degree required
• Proactive, polished, and professional
• Highly meticulous and organized with strong attention to detail
• Team player with the ability to cultivate internal and external relationships amongst all members of staff and senior professionals
• Must have a “no task is too big or small” attitude
• Ability to adapt to changes quickly and embrace new methods, processes, and tools while proactively looking for ways to contribute
• Advanced Microsoft Office Suite skills with particular emphasis on Outlook, Teams, Word, Excel, and OneDrive. Certification preferred
• Experience with CRM software preferred: DealCloud, Salesforce, Pareto, or similar; DealCloud training will be required as part of onboarding

If you meet the required qualifications and are interested in this role, please apply today.

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