Administrative Assistant Job at Gravity Staffing, Inc. in Greenwich

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.