Gravity Staffing, Inc.
The Greenwich, CT office of a global investment firm is recruiting for an Administrative Assistant to provide critical support to the Investor Relations Team. This is an "in-office" position in an exciting office with a fast-paced, dynamic environment.
Administrative, Calendar & Meeting Management
Provide comprehensive administrative and calendar support to 2 Managing Directors, 2 Directors and several Senior Advisors
Coordinate complex calendars; schedule internal and external meetings; proactively manage and resolve conflicts.
Responsible for preparing marketing materials, binding presentation books, and organizing physical and digital meeting resources.
Handle ad hoc tasks and special projects assigned.
Travel & Expense Coordination
Arrange domestic and international travel itineraries, including transportation, accommodation, and meeting logistics.
Process and reconcile expense reports accurately and efficiently via Concur.
Event & Logistics Support
Coordinate logistics for conferences that your team member is attending as well as special Investor Relations events such as investor breakfasts, dinners, and networking receptions.
Manage RSVPs, catering, venue preparation, and on-site support to ensure events run smoothly.
Collaborate with internal teams and external vendors to facilitate seamless execution of events.
Communication & Relationship Management
Build and maintain positive working relationships with internal teams, clients, and service providers.
Serve as a reliable liaison between executives and other departments, ensuring prompt follow-ups and clarity of communication.
Confidentiality & Professionalism
Handle sensitive information with the utmost discretion and integrity.
Maintain a poised and professional demeanor in a fast-paced, high-pressure environment.
Be comfortable working within an open trade floor environment.
Qualifications:
Associate or Bachelor’s degree preferred.
Minimum of 5 years of experience in an administrative role, preferably within financial services or a similar corporate setting.
Advanced proficiency in Microsoft Outlook, Word, Excel and Concur.
Familiarity with CRM systems like DealCloud is a plus.
Strong organizational, time-management, and problem-solving skills.
Excellent written and verbal communication skills.
Self-starter with a proactive approach to work and the ability to meet tight deadlines.
Professional, composed, and flexible in response to changing priorities.
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Administrative, Calendar & Meeting Management
Provide comprehensive administrative and calendar support to 2 Managing Directors, 2 Directors and several Senior Advisors
Coordinate complex calendars; schedule internal and external meetings; proactively manage and resolve conflicts.
Responsible for preparing marketing materials, binding presentation books, and organizing physical and digital meeting resources.
Handle ad hoc tasks and special projects assigned.
Travel & Expense Coordination
Arrange domestic and international travel itineraries, including transportation, accommodation, and meeting logistics.
Process and reconcile expense reports accurately and efficiently via Concur.
Event & Logistics Support
Coordinate logistics for conferences that your team member is attending as well as special Investor Relations events such as investor breakfasts, dinners, and networking receptions.
Manage RSVPs, catering, venue preparation, and on-site support to ensure events run smoothly.
Collaborate with internal teams and external vendors to facilitate seamless execution of events.
Communication & Relationship Management
Build and maintain positive working relationships with internal teams, clients, and service providers.
Serve as a reliable liaison between executives and other departments, ensuring prompt follow-ups and clarity of communication.
Confidentiality & Professionalism
Handle sensitive information with the utmost discretion and integrity.
Maintain a poised and professional demeanor in a fast-paced, high-pressure environment.
Be comfortable working within an open trade floor environment.
Qualifications:
Associate or Bachelor’s degree preferred.
Minimum of 5 years of experience in an administrative role, preferably within financial services or a similar corporate setting.
Advanced proficiency in Microsoft Outlook, Word, Excel and Concur.
Familiarity with CRM systems like DealCloud is a plus.
Strong organizational, time-management, and problem-solving skills.
Excellent written and verbal communication skills.
Self-starter with a proactive approach to work and the ability to meet tight deadlines.
Professional, composed, and flexible in response to changing priorities.
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