Administrative Assistant

Job Description:

Investor Relations Administrative Assistant
Location: Greenwich, CT (5 days onsite)

Position Summary

Our Greenwich, CT-based client is seeking a motivated, highly organized Investor Relations Administrative Assistant to provide critical support to various executives on the Investor Relations Team. This individual will play a key role in maintaining seamless day-to-day operations by managing a wide range of administrative and logistical tasks with professionalism, attention to detail, and a proactive approach. The ideal candidate will thrive in a fast-paced, dynamic environment and work independently, handling both routine and complex responsibilities.


Key Responsibilities:

Administrative, Calendar & Meeting Management

• Provide comprehensive administrative support to executives in three key areas of Investor Relations: Business Development (sales), Client Operations, and Senior Advisors.
  
• Coordinate complex calendars; schedule internal and external meetings; proactively manage and resolve conflicts.
  
• Provide calendar support for 2 Managing Directors, 2 Directors and several Senior Advisors.
  
• Responsible for preparing marketing materials, binding presentation books, and organizing physical and digital meeting resources.
  
• Handle ad hoc tasks and special projects assigned.
  
  Travel & Expense Coordination
  
  
• Arrange domestic and international travel itineraries, including transportation, accommodation, and meeting logistics.
  
• Process and reconcile expense reports accurately and efficiently via Concur.
  
  Event & Logistics Support
  
  
• Coordinate logistics for conferences that your team member is attending as well as special Investor Relations events such as investor breakfasts, dinners, and networking receptions.
  
• Manage catering, venue preparation, and on-site support to ensure events run smoothly.
  
• Collaborate with internal teams and external vendors to facilitate seamless execution of events.
  
  Communication & Relationship Management
  
  
• Build and maintain positive working relationships with internal teams, clients, and service providers.
  
• Serve as a reliable liaison between executives and other departments, ensuring prompt follow-ups and clarity of communication.
  
  Confidentiality & Professionalism
  
  
• Handle sensitive information with the utmost discretion and integrity.
  
• Maintain a poised and professional demeanor in a fast-paced, high-pressure environment.
  
• Be comfortable working within an open trade floor environment.
  

  Requirements:

  Qualifications
  
  
• Associate or bachelor`s degree preferred.
  
• Minimum of 5 years of experience in an administrative role, preferably within financial services or a similar corporate setting.
  
• Advanced proficiency in Microsoft Outlook, Word, Excel and Concur.
  
• Familiarity with CRM systems like DealCloud is a plus.
  
• Strong organizational, time-management, and problem-solving skills.
  
• Excellent written and verbal communication skills.
  
• Self-starter with a proactive approach to work and the ability to meet tight deadlines.
  
• Professional, composed, and flexible in response to changing priorities.