Executive Assistant

Position Overview

This contract role is based in New York, NY and supports a sizeable group of investment professionals across the New York and West Conshohocken offices within the Hedge Fund Solutions Group. The position offers a pay rate of $37 per hour.

Key Responsibilities

• Work within the firm’s travel and expense policies, including approval limits and monetary thresholds.
• Coordinate travel plans, meeting agendas, conferences, and event logistics.
• Set up on-site client meetings, including room bookings, catering, and overall coordination.
• Prepare and submit expense reports in Concur to ensure prompt settlement.
• Handle vendor payment processing in Smaart and secure the required cost approvals.
• Manage incoming phone coverage and answer inquiries with sound judgment.
• Protect confidential firm and client information at all times.
• Closely track, organize, and maintain busy calendars.
• Serve as backup support for teammates when needed.
• Screen and triage email, then take the appropriate follow-up action.
• Support special assignments and project work as required.
• Book domestic and international travel, including visa and currency arrangements.
• Coordinate complex meetings by balancing participant schedules and availability.
• Oversee travel logistics to keep arrangements running smoothly.
• Maintain records and documentation in an orderly and accurate manner.
• Assist with employee onboarding and offboarding processes.
• Help drive the execution of legal documents.
• Take on additional ad hoc projects as assigned.

Requirements

• Prior experience supporting executives in an administrative capacity is required.
• Applicants should be adaptable, self-starting, and open to new assignments.
• A strong service mindset, attention to detail, and the ability to work both independently and with a team are important.
• Comfort learning and using proprietary systems quickly is needed.
• The role calls for the ability to juggle multiple priorities, show initiative, and escalate issues when appropriate.
• Background in financial services is preferred.
• Strong written, verbal, and interpersonal communication skills are essential.
• A college degree is mandatory.
• Proficiency with Microsoft Office is required.
• Candidates must be flexible as team and business needs change.

Compensation

Hourly pay is set at $37.