Administrative Assistant

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.