Administrative Assistant / Executive Assistant, Investor Relations

POSITION SUMMARY: Audax Group seeks an Administrative Assistant/Executive Assistant to support the Investor Relations team. The ideal candidate will have 3 or more years of previous administrative experience in finance and a great attitude towards teamwork.  The person in this role must be forward thinking and able to work collaboratively.  The position involves working in a fast-paced environment, multi-tasking and handling heavy administrative duties.  A team-oriented mindset and outlook is the key to success in this role.

RESPONSIBILITIES:

• Providing direct administrative support to Head of Investor Relations and Private Debt Investor Relations team
• Personal administrative support to the Head of Investor Relations as needed
• Proactive and seamless calendar management, including scheduling and maintaining internal and external appointments/meeting, circulating invites and closely monitoring calendars
• Extensive travel arrangements for domestic and international travel, including producing detailed itineraries/meetings agendas and materials as needed
• Assistance in planning and handling day-of logistics for both team and company IR-related events and meetings
• Expense report processing and management in compliance with company policies
• Drafting correspondence and assembling materials for meetings
• Screening and directing phone calls
• Other general administrative duties such as filing, fed ex mailings, updating contact lists, etc.
• Partnering closely with the New York administrative team to help manage day-to-day and back-up support to the New York Office as needed
• Work closely with multiple business units in different office locations, including Legal, Finance, Human Resources and IT to ensure smooth functioning of team and business
• Calendar management
• Event planning including, but not limited to, conferences, site visits for both internal and external events, vendor management and event on-site support, as needed
  Weekly reporting

Administrative Support

• Provide executive-level administrative support to the Head of Investor Relations and other team members as needed
• Coordinate domestic and international travel, including producing detailed itineraries/meetings agendas and materials as needed
• Calendar management requiring the coordination of numerous meetings, via conference call, videoconference and in-person, including entering of meetings and contacts
• Generate expense reports in compliance with company policies
• Anticipate the executives’ needs/requirements and actively resolve issues
• Transcribe meeting notes
• Provide personal administrative support to the Head of Investor Relations
• Personal and family related tasks
• Work closely with multiple business units in different office locations, including Legal, Finance, Human Resources and IT to ensure smooth functioning of team and business

 Organization and Coordination

• Handle day-to-day administrative needs of the Private Debt team
• Run and distribute the weekly reporting
• Coordinate calendars, meetings, and time demands with only broad direction
• Recognize urgent or time-sensitive requests and prioritize
• Perform a variety of other administrative duties that might include:
• Compose correspondence/email to convey relevant information with appropriate clarity and tone
• Create documents, reports, presentations, and spreadsheets
• Organize on-site meetings (this will include reserving meeting rooms and meeting/catering set-up)
• Prepare and route agendas and other meeting-related materials
• Organizing files, printing files, mailing, scanning, photocopying, data entry, etc.

REQUIREMENTS/QUALIFICATIONS:

• Minimum of 3+years of administrative experience in the Alternative Asset, Financial Services and/or Investor Relations field preferred
• Strong MS Word, Excel, Outlook, PowerPoint and writing skills
• Experience with Concur Expense required
• Experience managing extensive domestic and international travel
• Excellent organizational skills and a professional, proactive attitude
• MUST be extremely team and detail oriented
• Ability to multi-task and juggle many tasks at once
• Able to operate autonomously with a high level of discretion and strong judgement
• Bachelor's degree preferred
• Familiarity with Microsoft 365, Dynamo, preferred
• Flexible to handle both routine and urgent issues that might arise outside of normal office hours
• Extremely well organized and able to assist others in bringing order to complex issues and situations
• Must be detail oriented, able to multitask and manage competing priorities
• Strong interpersonal skills and the ability to connect with people -- both in person and through virtual media
• Excellent verbal and written communication skills
• Manage confidential and sensitive information using appropriate discretion
• Able to personally manage change and adapt work style/processes in response to the dynamic nature of the organization
• Can manage multiple tasks in an environment of tight deadlines and high quality standards
• Able to operate autonomously and collaboratively
• Technically curious with expert-level proficiency in the Microsoft Office tools (i.e., Excel, Word, PowerPoint)

 

 

LOCATION: New York, New York. 4 days/week in office. These in office requirements may change based on the needs of the business. 

For New York City only: The base salary range for this position is $80,000 – $90,000. The base salary range represents the estimated low and high end for this position at the time of this posting. Consistent with applicable law, compensation may vary and will be determined based on but not limited to, the skills, qualifications, and experience of the applicant along with the requirements of the position, and Audax reserves the right to modify this pay range at any time. An employee may also be eligible for annual discretionary incentive compensation based on performance.

Audax offers a wide range of employee benefits, including health insurance, life insurance, disability insurance, paid time off (including sick leave, parental leave, volunteer leave, and vacation), charitable donation match, family support services (including Bright Horizons and Benefit Advocate Center), and a 401(k) in addition to other benefits.

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Last updated on Aug 2, 2024