Executive Assistant

Position Overview:

The Executive Assistant will provide administrative and organizational support to two portfolio managers and their direct reports, totaling 8-10 individuals. The ideal candidate will be a self-motivated individual capable of working independently in a fast-paced and demanding environment. This role is crucial for delivering administrative support and requires someone who is intellectually curious, intuitive, trustworthy, and maintains the highest ethical standards. The candidate should effectively communicate with various internal and external audiences in a professional manner, manage multiple projects simultaneously with minimal supervision, and ensure thorough follow-up.

Key Responsibilities:

• Coordinate a high volume of internal and external meetings.
• Build relationships with broker sales teams to facilitate effective meeting planning.
• Manage calendar logistics, screen for conflicts, and ensure teams are prepared for meetings, including travel arrangements.
• Provide corporate access support for the team.
• Document meeting details in a database.
• Collect and organize research reports, models, and quarterly/annual company reports.
• Arrange travel for portfolio managers and the team, including flights, hotels, and ground transportation.
• Process expense reports for the team.
• Collaborate with key operational areas to organize training schedules for new hires and oversee onboarding.
• Undertake special projects for teams or management, utilizing various software applications as needed (e.g., proprietary software, Factset, Bloomberg).
• Gradually gain an understanding of industries such as energy, industrials, financials, consumer, technology, media, and telecom to better support the teams.
• Learn about the International Equities technology infrastructure, investment philosophy, and risk framework.
• Participate in weekly team business meetings.

Qualifications:

• Minimum SVQ/NVQ Level 5 or HNC/HND; a Bachelor’s degree is preferred but not required.
• At least 2-3 years of experience as an administrative assistant, preferably in financial services (not mandatory).
• Proficient in Microsoft Office Suite (Excel, Word, PowerPoint, Outlook) and related software.
• Excellent written and verbal communication skills.
• Strong time management abilities to balance multiple tasks with competing priorities.
• Highly organized, detail-oriented, process-driven, and able to work with a sense of urgency.
• A strong sense of ownership over work responsibilities.
• Passionate about the core tasks of the role, including organizing, processing, and multitasking, with a genuine desire to learn and grow.
• Proactive in following up on details, anticipating issues, and ensuring closure on all requests.
• Capable of handling confidential information discreetly while collaborating across teams and functions.
• Mature with strong interpersonal skills; able to interact professionally with peers and senior management, including managing difficult personalities.
• Team-oriented with the ability to work independently with minimal guidance.
• Skilled in problem-solving and flexible in approach; may serve as a resource for other administrative staff.