Administrative Assistant
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.
