Executive Assistant

Confidential Hedge Fund based in Coconut Grove, FL is seeking an Executive Assistant (EA) to support a team of Portfolio Managers and Analysts (approximately six team members). The role is a combination of EA and Office Manager.

This is an in-office full-time role in Coconut Grove, Monday through Friday. The EA will work with the investment team and lead the administrative component of 1) helping evaluate meeting opportunities, 2) maintaining calendars (includes scheduling meetings, updating the calendars and the team), 3) scheduling meetings and conferences, 4) assisting with travel, e.g., booking hotels, flights, etc., and 5) helping coordinate small projects. Additionally, the role may require assisting the founder with personal administrative needs and overseeing personal projects, e.g. home construction projects, bill tracking, scheduling necessary maintenance visits, etc.

Responsibilities

1. Managing calendars, travel, and ad hoc tasks for the team

2. Coordinating in-office meetings with public company representatives, sell-side professionals, research providers, and other industry representatives

3. Working with the Finance Department to coordinate expense-related items and reimbursements, including managing invoices, receipts, and related materials for the team

4. Liaising with the firm's trading, research, finance, compliance, investor relations, technology, risk, quant, development and legal professionals

5. Collaborating with operational staff in planning special events, overseeing office supply management, covering reception, maintaining the pantries, organizing catering, managing conference rooms, troubleshooting equipment and appliance maintenance, and assisting with strategic projects.

Desired Skills

1. Bachelor's degree required

2. 2 – 5 years experience as an Executive Assistant with project management experience

3. Knowledge of accounting or other financial disciplines

4. Proficiency with MS Office (Word, Excel, Outlook, PowerPoint, other)

5. Experience in hospitality, travel, event planning or other related industries is a positive, but not required

6. Demonstrating initiative by taking a proactive approach to problem-solving

7. Excellent verbal and written communication skills

8. Reliability in time-sensitive and/or stressful dynamics

9. Ability to work independently, exercise sound judgment, and operate discreetly with sensitive and/or confidential information

10. Strong attention to detail

11. Accountability/credibility, able to always perform highly accountable work style with a strong sense of confidentiality

12. Extremely well-organized and structured

13. Team-oriented attitude

14. Demonstrating the ability to manage one's own schedule as well as the schedules of others

15. Quick to pick up new tasks and concepts

16. Ability to multitask

17. Comfortable dealing with high-net-worth individuals

18. Demonstrating resilience