Job Description

Our client, a financial services firm, seeks a Personal Assistant to join their team.

Reporting to the Chief Marketing Officer, this role will work as part of the Marketing Department team to ensure clear calendar management, communication, and effectiveness across the firm. This role will support the Managing Partner (MP) and Chief Marketing Officer (CMO) in an executive assistant capacity. The ideal candidate will have proven success in managing executives’ day-to-day schedules in a highly polished and positive manner, and is comfortable working for seasoned, high-level executives

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• RESPONSIBILITIES:
• Execute special projects for the MP and CMO. Including, but not limited to: philanthropic events and gifting, community service initiatives, Diversity & Inclusion projects, office culture efforts; internal communication; office outings, parties, and meetings
• Ownership of the MP’s calendar and coordination of daily activities; including all personal and professional needs; daily management of MP’s emails, calendar, and phone lines
• Ownership of MP and CMO’s travel schedules including booking travel, hotel accommodations, meal reservations, special needs, and receipt collection and submission for reimbursement.
• Meeting preparation for the MP: book event space, meals, materials, accommodations, special needs of guests. Prepare decks, itineraries, agendas, and printed materials as needed. Take meeting minutes when needed.
• Assist MP with the Board of Directors through calendar management, communication, event planning, and follow-up
• Act as gatekeeper for the MP to align his calendar and daily movements with the firm’s strategic goals. Handle confidential information with discretion and tact.
• Complete ad hoc administrative tasks for the marketing department as needed. Including, but not limited to: large-scale mailings, mail merge communications, labeling, data entry, etc.

Help foster teamwork, communication, and comradery between the Districts and within the Network Office at large

POSITION QUALIFICATIONS

•10+ years experience in an Executive Assistant role

•Bachelor’s degree required

•Excellent time management and organizational skills

•Excellent written and oral communication skills

•Ability to multitask, prioritize and take independent action in fast-paced situations

•Ability to work effectively with people at all levels; maintain confidentiality

•Expert in Microsoft Office suite (e.g. Word, Excel, Publisher)

•Experience with Canva a plus

•Previous experience in financial services a plus

This position is located in NYC but may require occasional travel to the District Offices: Providence, RI; Wellesley, MA; and Braintree, MA , as needed.

SALARY$90,000-100,000 annually

This position is on-site five days a week.

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