Executive Assistant
$90,000–$120,000 year
HybridNew York, United States
Job Summary
Manage the Global Head of Product's schedule strategically, coordinate complex meeting logistics, and oversee all travel bookings and reservations. Process expense reports, handle phone coverage, and screen calls while maintaining discretion over sensitive information. Create detailed meeting invitations with agendas and prep materials, set up conference rooms, and order catering. Maintain organized electronic files, assist with new hire onboarding, and provide backup coverage to the administrative team. Edit memos and presentations as requested. This role requires 7+ years of assistant support experience and proficiency with Microsoft products within Invesco's Product organization.
Required Qualifications
- 7+ years of experience of assistant support, both as an Executive and Personal Assistant
- Exceptional written and verbal communication
- Proven ability to handle confidential information with discretion
- High proficiency with Microsoft suite products
- Experience working across multiple cultures and global constituents
- Must be able to adapt quickly
- Must be professional, articulate, discrete, personable, flexible, and have excellent communication skills
- Must be reliable, consistent, direct, and experienced in building trust with stakeholders
- Must be highly organized and thoughtful with strong customer service skills
- Must be proactive in anticipating, addressing, and resolving potential challenges
- Must have an ability to problem solve in a fast-paced environment
- Must be eager to make an impact and thrive in a dynamic, hyper-growth environment
- Must be able to exercise good judgment in a diversity of situations
- Must maintain a realistic balance among multiple priorities
- Must treat highly confidential and sensitive company and employee information with utmost discretion and tact
- Must be able to create optimal flow for schedules
- Must be able to oversee all travel bookings, reservations, and logistics
- Must be able to process expense reports and invoices in a timely manner
- Must be able to create meeting invitations in the calendar that include all relevant information, i.e., attendees, Microsoft Teams link, address, room, agenda, prep materials
- Must be able to schedule and coordinate internal and offsite meetings, including setting up conference rooms, ordering catering as appropriate and welcoming guests
- Must be able to maintain and organize electronic files
- Must be able to handle phone coverage, answer, screen and direct calls as appropriate
- Must be able to assist with onboarding for new hires within the department
- Must be able to provide backup coverage to other members of the administrative team
- Must be able to edit and review memos and presentations as requested
- Must be able to spend at least four full days each week working in an Invesco office
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