Category: Admin/HR/Accounting/Finance

Employment Type: Direct Hire

Reference: BH-372751

The Position:

The Executive Assistant will provide a wide range of professional and personal support for a Portfolio Manager and his team, along with coordination for the Palm Beach office. This role is the key gatekeeper and coordinator for the PM and requires a high level of judgment and discretion along with outstanding collaboration across a broad community of both internal and external parties. The ideal candidate is an experienced support professional with demonstrated ability to work with senior executives in a financial or professional services environment. S/he will have outstanding attention to detail in a logistically intensive, deadline-driven environment and will possess a proactive, anticipatory, problem-solving personality.

Responsibilities:

He/she will manage the overall daily support needs of the team, including but not limited to:

*Complex and proactive calendar management of both professional and personal commitments

*Coordinate logistics for internal and external meetings or events

*Schedule domestic and international travel arrangements

*Diligent and effective gatekeeping, triage, and prioritization via phone, email, etc.

*Develop and maintain strong collaborative relationships with multiple internal and external constituencies

*Manage daily mail, filing systems, contact lists, etc.

*Expense tracking and reporting

*Maintain various types of personal and confidential information

*Detailed materials preparation in Word, Excel, PowerPoint, OneNote and other internal systems

*Local travel may be required for deliveries, pick-ups, etc.

*Provide cross-coverage and back-up support to other Administrative/Executive Assistants in other offices

*Assist with ad hoc projects and other work as required

Office coordination responsibilities:

*Acting as key local contact for the office and being the first point of contact for external vendors

*Manage internal visitor process

*Maintain relationships with building management, brokers and other relevant external suppliers and vendors

*General office maintenance tasks including supply orders, invoicing, and external vendor management

*Business management tasks: assist with management of departmental budgets, serve as Business Continuity Planning (BCP)contact, coordinate with Real Estate & Facility teams,

*Proactively communicate general office updates and any emergency & BCP information to employees

*Work with the technology support team to ensure that all video conferencing and end user technology run smoothly

*Strong project management skills are required for maintenance and improvement to the existing office space

*Working closely with relevant internal Finance& Administration teams to ensure operational excellence, including but not limited to:

o Real Estate planning, renovation and workplace logistics

o Treasury/ Accounts Payable responsibilities include local support for maintaining corporate bank accounts, facilitating payments, review & monitor invoices, and dispute resolution if necessary

Qualifications:

*Minimum of 5 years' experience within an administrative role in a professional services organization

*Experience in the investment management/financial services industry will be viewed favorably

*Exposure to global contexts, whether professionally and/or personally, will be viewed favorably

*Advanced proficiency in MS Office with an ability and desire to learn new technologies to drive efficiencies

*Demonstrated strong detail orientation, diligence and overall high work quality

*Excellent organizational, multi-tasking and prioritization abilities

*Proactive problem-solving skills and an anticipatory mindset

*High level of reliability, professionalism and discretion

*Ability to work under deadlines and to accommodate last-minutes changes

*A strong service orientation, remains calm under pressure and has a positive, can-do attitude with a sense of humor

*Outstanding interpersonal and communication skills, both verbal and written

*Typical work schedule is 8:00 am - 5:00 pm with flexibility and overtime as necessary; although this position is not "on call", occasional off-hours support for urgent matters may be required

*The firm's current hybrid working policy is minimum 3 days per week in office

Note: Any pay ranges displayed are estimations. Actual pay is determined by an applicant's experience, technical expertise, and other qualifications as listed in the job description. All qualified applicants are welcome to apply.

Yoh, a Day & Zimmermann company, is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

Visit to contact us if you are an individual with a disability and require accommodation in the application process.