Administrative Assistant

Job Description:

Investor Relations Administrative Assistant
Location: Greenwich, CT (5 days onsite)
Position Summary
We are seeking a motivated and 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 be capable of working independently while 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
o Arrange domestic and international travel itineraries, including transportation, accommodation, and meeting logistics.
o Process and reconcile expense reports accurately and efficiently via Concur.
Event & Logistics Support
o 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.
o Manage catering, venue preparation, and on-site support to ensure events run smoothly.
o Collaborate with internal teams and external vendors to facilitate seamless execution of events.
Communication & Relationship Management
o Build and maintain positive working relationships with internal teams, clients, and service providers.
o Serve as a reliable liaison between executives and other departments, ensuring prompt follow-ups and clarity of communication.
Confidentiality & Professionalism
o Handle sensitive information with the utmost discretion and integrity.
o Maintain a poised and professional demeanor in a fast-paced, high-pressure environment.
o Be comfortable working within an open trade floor environment.
Qualifications
o Associate or bachelor`s degree preferred.
o Minimum of 5 years of experience in an administrative role, preferably within financial services or a similar corporate setting.
o Advanced proficiency in Microsoft Outlook, Word, Excel and Concur.
o Familiarity with CRM systems like DealCloud is a plus.
o Strong organizational, time-management, and problem-solving skills.
o Excellent written and verbal communication skills.
o Self-starter with a proactive approach to work and the ability to meet tight deadlines.
o Professional, composed, and flexible in response to changing priorities.