Executive Assistant

General Description

Reporting to the Chief Financial and Administration Officer, the Executive Assistant (EA) provides administrative support for PRIM’s Deputy Chief Investment Officer, Director of Public Markets, and General Counsel. Responsibilities include providing general administrative support, organizing, and managing calendars, meetings, and travel. The successful candidate displays excellent interpersonal and communication skills and experience in supporting C-suite executives. This is an in-the-office position, requiring reliability.

Responsibilities and Duties:

This position will have a broad range of administration responsibilities including:
• Responsible for all aspects of executives’ calendar management including itineraries, scheduling meetings and conference rooms, preparing meeting rooms, greeting guests.
• Coordinate domestic and international travel logistics and process expense reports.
• Draft and edit memos, letters, spreadsheets, and presentations, and other communications.
• Track action items and other important deadlines on behalf of the executives
• Coordinate, compile, edit, prepare, and distribute quarterly report and presentation packages needed for Board and Committee meetings.
• Prepare meeting materials for external and internal meetings as needed.
• Coordinate and attend meetings, as appropriate.
• Work collaboratively with other assistants and receptionist to always ensure coverage of phones and reception desk.
• Track legal invoices and correspond with outside counsel on billing matters.
• Assist with special projects.

Minimum Qualifications

• Bachelor’s degree or comparable work experience.
• 5 – 7 years of administrative experience (financial services industry preferred).
• Expertise with MS Office (Outlook, Word, PowerPoint, and Excel); Adobe Acrobat.
• Demonstrated attention to detail and ability to complete projects.
• Strong project management skills
• Willingness to be proactive and take initiative
• Superior organizational skills and the ability to prioritize time-sensitive tasks
• Demonstrated strong problem-solving skills.
• Ability to adapt to changing priorities and manage multiple, simultaneous projects.
• Must possess strong communication skills, both written and verbal.
• Must be able to interact effectively with colleagues at all levels.

It is the policy of Pension Reserves Management Board to afford equal employment opportunity to all qualified persons regardless of race, color, religious creed, national origin, ancestry, age, military status, sexual orientation, disability, genetic information, gender identity, gender expression or gender unless based upon a bona fide occupational qualification.