Executive Assistant, Investment

POSITION OVERVIEW 

Global Atlantic Financial Group is seeking an Executive Assistant to provide high-level, dedicated administrative support to our two Co-Chief Investments Officers. Key duties include managing the busy schedules of multiple senior leaders, arranging domestic and international travel, preparing expense reports, and taking on a variety of additional tasks and projects as requested. Professionalism, flexibility, teamwork, strong organizational skills, effective communication, and the ability to work efficiently under pressure are all critical to this role.

This role requires a minimum of 4 days per week in our NYC office in Hudson Yards.

POSITION SUMMARY

Communication and Information Management:

• Monitor heavy and fluctuating calendars, high volume of calls, e-mails, and flow of communication.
• Compose, draft, proof, edit, and finalize correspondence including e-mail and other documents.
• Screen all calls for executives and handle all inquiries within capacity.
• Track Executives’ meetings, as well as necessary follow up
• Review incoming mail and/or email, prioritize and summarize content, and process replies on own initiative or from executive’s notes and directives.
• Plan and coordinate monthly and weekly team meetings as requested.
• Familiarity with Global Atlantic policies as outlined in the handbook and on-line, including but not limited to, travel, personal stock, IT, and record retention.
• Execute and manage both recurring and ad hoc projects such as database management, research requests and maintenance of information packages.

Planning:

• Handle planning logistics for complex domestic and international trips using the Firm’s contracted travel agency; provide detailed itineraries, agendas, directions, and backup materials.
• Prepare expense reports in timely manner ensuring accuracy and submit in accordance with Firm policy.
• Monitor executive’s calendars and anticipate where problems might arise regarding calendar, meeting preparation, needs of executives involved, requests for meetings and telephone calls; communicate potential and/or confirmed changes to involved parties immediately.
• Schedule and coordinate complex meetings and executive events requiring detailed logistics handling and problem solving, inform attendees of dates and time, reserve meeting space, ensure the appropriate equipment/materials are available, coordinate hospitality services as needed; assist with various company off-site meetings as requested in an upbeat and professional manner.

Collaboration and Teamwork:

• Liaise with parent company and related organizations, investors, guests, and all Global Atlantic personnel in a professional and courteous manner adhering to our culture and values.
• Act in a discreet and professional manner with others; sensitivity to the confidential nature of the Firm’s business and consistently uphold such confidences and use this information only in the course of performing your job for Global Atlantic.
• Act as a team player, including taking on additional tasks to support colleagues and the Firm and offering to help before being asked; give credit where credit is due.
• Contribute your talents and efforts to a productive, pleasant, and safe working environment.
• Assist and provide phone and calendar coverage for additional executives when necessary.
• Assist Global Atlantic guests with general office support and reservations (travel, dinner, and local transportation, etc).

IDEAL EXPERIENCE/QUALIFICATIONS

• Bachelor's degree preferred
• 3+ years of experience in a professional administrative function supporting executives within the financial services or insurance 
• Technically proficient; Advanced computer skills using Microsoft Office Suite (Word, Excel, PowerPoint, and Outlook); able to quickly and accurately produce/edit spreadsheets and presentations.
• Ability to manage highly sensitive, confidential information with complete discretion.
• Demonstrates good judgement; skilled at developing and maintaining relationships representing Global Atlantic in a professional manner
• Ability to manage a high volume of work, prioritize tasks and projects according to what is most time-sensitive. Strong attention to detail.
• Sense of urgency; ability to work in a fast-paced, dynamic environment and flexible attitude when responding to changes.
• Self-motivated; proactively identify areas for improvement to better streamline team workflow; can think “outside of the box.”
• Excellent verbal and written communication skills; presents ideas clearly and communicates openly and effectively with team; facilitate multi-directional information flow.
• Team player who can work collaboratively or make decisions quickly and independently as needed.
• Ability to perform general office duties including opening mail, printing, collating materials, photocopying, faxing, and mailing materials.

*** This role is not eligible for visa sponsorship now or in the future.

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