Executive Administrative Assistant & Office Administrator

Job Summary

The Executive Administrative Assistant will provide administrative support to the CIO and Investment team executives. This role will be responsible for the coordination of daily operations in the New York office including visitor management, work orders, deliveries, and administrative support.

This role reports to the Director, Chief of Staff with a secondary reporting connection to the Director, Workplace Services, and will be based out of the New York office.

This role requires an in-office schedule Monday Thursday, 8 : 00 AM 5 : 00 PM, with remote work permitted on Friday, unless needed in person.

Duties and Responsibilities

Executive Assistant (60%) :

• Manages the calendar of the Chief Investment Officer & team VPs as needed, including arranging meetings and coordinating associated domestic and international travel.
• Works closely with the Executive to keep them well informed of upcoming commitments and responsibilities, following up appropriately.

Has a sense of challenges, priorities, or issues taking place in the environment and keeps the Executive updated.

• Anticipates the Executive’s needs in advance of meetings or upcoming activities.
• Supports the preparation and timely delivery of materials for various internal and external meetings, quarterly earnings calls, as well as questionnaires.
• Plans and organizes meetings, and team events in collaboration with the events planning team; end-to-end, both on-site and off-site.

This includes reserving meeting rooms, coordinating travel, and arranging catering, etc.

• Processes letters, memorandums and reports, including some of confidential nature. Prepares PowerPoint presentations, as required.
• Processes site-related invoices, travel and expense reports. Works with the Finance team to proactively resolve issues, as they arise.
• Effectively collaborates with other functional areas & other Executive Assistants to complete tasks and initiatives.
• Serves as the point of contact for the organization on behalf of the CIO

Office Administration (40%) :

• Greet & provide customer service to employees, contractors and visitors in the office.
• Oversee visitor coordination and keep an updated internal visitor log.
• Coordinate on-site meetings and events, including arranging facility and meeting supplies, data entry, catering, visitor and guest registration, on-site assistance, etc.
• Ensure proper functioning of audio-video equipment in conference rooms for meetings, and have IT resources on stand-by for any issues.
• Maintain and organize office space including ensuring cleanliness, and stocking office & break areas, and hospitality refrigerators.
• Work with IT to ensure all office equipment and internet services are functional
• Coordinate and submit building work orders into tenant portals for building maintenance, lighting, HVAC, or security.
• Receive incoming mail and deliveries; send outgoing mail via FedEx or USPS
• Maintain awareness of and help promote emergency, security and safety policies

Experience and Education Requirements

• High School Diploma required; Bachelor’s Degree preferred
• Minimum of 5 years prior experience in executive level administrative support activities
• Minimum of 2 years experience in supporting a multi-person team preferred

Knowledge, Skills and Abilities

• Ability to work as part of a team and interact effectively with others
• Has a pleasant and professional demeanor and appearance
• Self-motivator with strong organizational and intra-personal skills
• Highly organized and comfortable working in a fast-paced environment
• Strong attention to detail
• Excellent written and verbal communication skills
• Knowledge of general administrative protocols
• Ability to understand the objectives of work assigned in order to revise / adjust workload and prioritize immediate needs
• Ability to handle confidential information
• Ability to resolve issues with professionalism
• Proficient in Outlook, PowerPoint, Word, and other typical office software applications

Other Requirements

• Primarily (80%+) on-site role
• Perform other functions, duties and projects as assigned
• Regular and punctual attendance
• First Aid, CPR & AED certification, preferred or ability to obtain
• Some travel may be required (less than 10%)

The targeted hourly rate range for this role is $33.50 / hr - $48.25 / hr. Actual hourly rate may be above or below this range based on factors such as location, skills, relevant experience, operational needs, internal parity and other considerations permitted by law.

Certain roles are eligible for additional compensation such as annual bonus. These awards are allocated based on individual and company performance.

In addition to competitive pay, we offer our full-time employees the following benefits : medical, dental, vision, a 401(k) plan and company match, short-term and long-term disability coverage, basic life insurance, holidays, personal days, wellness incentives, tuition reimbursement among others.

To find out additional details about our competitive benefits package, visit our benefits page on our website :

IND-HP

LI-MK1