Executive Assistant to HR Team

Our client, a highly regarded Hedge Fund, is looking for an Executive Assistant to support their HR Team including the Head of Training and Development in their NYC office! They are looking for a motivated and talented individual, ideally with event planning experience, who is excited about being in an EA role and finding their long-term career home.

The role will be in the office three days a week and remote two days a week

The firm offers salary + paid overtime + Bonus as well as a pension plan, 100% paid benefits for employee and family, PTO, and the opportunity to work in a collaborative and encouraging workplace. Please submit your resume to be considered!


Responsibilities:
• Perform high-level administrative tasks including heavy calendar management, global travel coordination, and itineraries as necessary, resolving conflicts quickly and optimizing time
• Prepare/coordinate materials for in person meetings, calls, and follow ups
• Maintain calendars in coordination across multiple teams, global regions and timezones
• Prepare and submit monthly expense reports
• Arrange internal and external meetings and/or conference calls, liaising with Facilities for room setup
• Coordinate the production and dissemination of documents, such as presentations, firm wide training materials, workshops info. and more
• Handle sensitive and confidential employee information with complete discretion, professionalism, and sound judgment.
• Support HR-related administrative processes, including onboarding logistics, internal communications, and coordination of employee-related meetings.
• Coordinate scheduling and logistics for training sessions, orientations, and internal meetings in partnership with HR and business stakeholders.
• Maintain accurate records and documentation related to employee activity, training attendance, and internal processes, as required.
• Plan, coordinate, and execute events, conferences, and off-sites for global teams and visiting executives.
• Manage logistics such as registration, catering, A/V setup, materials preparation, and attendee coordination.
• Assist with special projects and time-sensitive initiatives that may involve global coordination or confidential materials.
• Handle last-minute requests with professionalism and efficiency, often requiring off-hour availability.



Required Qualifications
• Ideally 5+ years of experience working as an Executive Assistant
• Bachelor's degree required
• Proven ability to maintain strong interpersonal skills and work both as a team player and self-starter
• Must be able to handle multiple heavy calendars simultaneously and work under pressure to prioritize and recognize time sensitive projects
• Excellent organizational and follow-up skills, outstanding attention to detail
• Ability to make professional decisions based on accumulated knowledge of position responsibilities.
• Exercises discretion and sound judgment; maintains confidentiality
• Must be available afterhours and potentially on the weekends
• Proficient in MS Office: Word, Excel, PowerPoint, Outlook

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Please submit your resume for consideration!