Software Guidance & Assistance, Inc., (SGA), is searching for an Executive Assistant for a contract assignment with one of our premier financial services clients in New York City, NY .
Gatekeeping, calendar and correspondence management Must maintain principal’s schedules; coordinate email and calendar as directed; manage conference/meeting/event coordination; etc. Must be comfortable liaising with group heads and other high-profile individuals. Must be proactive in helping to manage her/his schedule (e.g., not afraid to interrupt a meeting if she/he needs to be somewhere). Must be comfortable with extensive client interaction.
Travel arranging Must arrange and facilitate extensive domestic, international, and multi-destination travel including flights, hotels, and cars in accordance with IBD policy, expense guidelines. Must understand principal’s preferences and be able to proactively address them.
Expense management Extensive preparation and tracking of all expense reports and reimbursements; understand and comply with all policies, guidelines, and procedures for expense processing; complete monthly reconciliations of principal’s Amex statements.
Phone coverage Must work with coverage team to cover all incoming calls quickly and effectively; understand and use firm’s web and audio conferencing resources; understand client base and working group list in order to field calls and address issues effectively and expeditiously.
Coverage Group Strong collaboration with coverage partners is required. Must discuss and coordinate time away from the office with your coverage partners to ensure that there is strong banker coverage at all times. This is critical especially as it relates to sick days, vacation days, early departure, late arrivals, lunch, general stepping away and any change to the schedule that may have an impact on the coverage group and banker coverage.
Absences Must communicate sick days, vacation days, early departure, late arrivals and any change to your schedule to CAO team and Group Operations Generalist.
Word processing and document/presentation creation Be comfortable with word processing, presentation, and IBD-specific customizations in MS Office (i.e., PitchSuite) to create and edit documents, enter data, and create correspondence.
Banking tools and research Be comfortable with generating research reports and pull company and client information using proprietary tools, Library, online tools, Spider, etc.
General administrative support Must open, sort, prioritize, and distribute incoming correspondence; track principal’s attendance; file and retrieve documents, records, and reports in accordance with IBD and firm policy; perform general administrative errands; liaise with IBD Office Administration team to assist in maintaining supply and toner stock; manage mailings; etc.
Required Skills :
Must be patient, calm, clear-thinking, poised, professional, and energetic
Must be proficient in PC environment, particularly MS Office applications
Must have superb organizational skills and attention to detail
Must possess strong written and oral communication skills; polite and pleasant yet direct
Must possess strong time management skills, ability to multi-task and prioritize in a demanding, fast-paced environment
Must possess strong interpersonal, teamwork, and customer service skills must have a polite and professional demeanor and phone manner and be comfortable liaising with very senior-level people
Must possess strong problem-solving skills must be discreet, proactive, resourceful, flexible, and creative
Preferred Skills :
Prior experience in the finance industry is strongly preferred
Prior experience working for senior-level officers
SGA is a Certified Women’s Business Enterprise (WBE) celebrating over thirty years of service to our national client base for both permanent placement and consulting opportunities. For consulting positions, we offer a variety of benefit options including but not limited to health & dental insurance, paid vacation, timely payment via direct deposit. SGA accepts transfers of H1 sponsorship for most contracting roles. We are unable to sponsor for Right-to-Hire, Fulltime, or Government roles. All parties authorized to work in the US are encouraged to apply for all roles. Only those authorized to work for government entities will be considered for government roles. Please inquire about our referral program if you would like to submit a candidate for any of our open or future job opportunities. SGA is an EEO employer. We encourage Veterans to apply. To view all of our available job postings and/or to learn more about SGA please visit us online at www.sgainc.com .