Executive Assistant

New York, NY

Posted: 10/16/2018 Industry: FIN Consulting Job Number: 11475498
Description: ? Excellent oral and written communication skills, attention to detail, maturity and judgment
? Excellent organizational abilities and time management skills
? Team player with a positive attitude

Primary Responsibilities
? Corporate Governance Executive Assistant supporting the Managing Director and
Attorneys in the Legal and Compliance Investment Management Division of Brokerage with a focus on Corporate Governance and Board related matters and materials in connection with the Brokerage Funds Board Meeting.
? Assist with Board Meeting Preparation every quarter including preparing, revising, gathering, distributing, coordinating and updating document and minutes trackers of various documents relating to Brokerage Funds Board Meeting.
? Schedule Internal Senior Management and Chairperson Agenda Review Calls for the Main, Investment, Compliance and Insurance, Audit, Governance, and Closed-End Fund Committees.
? Liaise with and respond to requests from the Board of Directors, outside counsel and their assistants.
? Work with attorneys, and paralegals to provide Corporate Governance, Board and fund related information to internal and external parties.
? Manage, update and schedule meetings for Managing Director's calendar. Note vacation time for Directs.
? Print out Managing Director's calendar for the following day and place on letter tray. Go over any calendar conflicts; ask which meeting materials need to be printed (ask if color or double sided needed).
? Answer Managing Director's phone after 3 rings send detailed caller information email; i.E.; date, time, and message or note if voicemail was left.
? Check team mailbox and distribute mail.
? Send out Weekly Team Meeting Agenda every Monday to Managing Director; revise as necessary.
? Attend and take notes at weekly Corporate Governance team meetings; send any reminders and requests to team members.
? Assist with MSDI and MSIM Inc. Board Meeting Preparation.
? Assist with the preparation, printing and distribution of board books, internally, to chairpersons, and assist with Board Prep day of meeting.
? Assist with Board room set-up in conference room's day before meeting and with Board Meeting clean up after meetings are done.
? Distribute approved minutes for signature after board meeting, archive minutes and board materials.
? Assist with all administrative and special requests as needed; schedule internal meetings, reserve conference rooms, draft and revise documents, etc.,
? Provide back-up administrative support to the AIP team.

Skills required (essential)
? At least five years of experience as a an Executive Assistant, including particular experience with respect to corporate governance and Board related matters and materials
? Excellent oral and written communication skills, attention to detail, maturity and judgment
? Excellent organizational abilities and time management skills
? The ability and desire to take on and effectively prioritize multiple projects
? A solid academic background
? The capacity to work independently as well as be an effective team member
? The ability to work in a fast-paced, dynamic and challenging environment
? Excellent review and proof-reading skills
? Excellent partnering skills with clients
? Creative problem-solving skills and a strong work ethic
? Possesses intermediate/high skills in various electronic software programs and platforms, including Microsoft office applications PowerPoint, Excel, Word
? Familiarity with or willingness to learn to use electronic delivery system for Board meeting materials
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