Perella Weinberg Partners Administrative Assistant – Marketing in New York, New York
Perella Weinberg Partners is seeking an Administrative Assistant to provide administrative support to three Managing Directors and one Director.
The Assistant must be a good communicator with strong interpersonal skills. He/She must be able to work in a team environment and work well under pressure. He/She must have strong organizational skills and the ability to prioritize multiple tasks. Main responsibilities include coordination of complex meetings and conferences, handling travel arrangements; special research projects as directed by the team and 40 percent of Assistants time will be spent on managing the Clienteer (CRM) system. In addition, the selected candidate will answer non-routine correspondence and assemble highly confidential and sensitive information. The Marketing Assistant deals with a diverse group of important investors and visitors as well as internal contacts at all levels of the Firm. Independent judgment is required to plan, prioritize, and organize a diverse workload.
Maintain calendar; schedule internal/external meetings and appointments, manage calendar conflicts, coordinate conference calls and catering, reconfirm appointments, and print/bind and watermark meeting materials.
Manage a high volume of phone calls, including screening calls, taking accurate messages and distributing in a timely manner.
Coordinate and schedule complex domestic and international travel arrangements (air, hotel, ground transportation). Prepare detailed itineraries, organize necessary visa documentation, and distribute travel documents. Coordinate with other Assistants to book roadshows with Portfolio Managers.
Work independently and within the team on special non-recurring and ongoing projects. Act as project manager for special projects, including special research requests as directed by the team.
Maintain and update CRM (Clienteer) system for the team. Run ad-hoc reports from Clienteer when requested including pipeline reports for Marketers. Update Clienteer with marketer’s weekly activities.
Coordinate with outside vendors to organize key client events such as annual investor days, portfolio manager speaking engagements and strategic firm initiatives. Candidate must manage events from start to finish (creating and sending out invites, tracking invites, name tags, finding and negotiating contract for a venue, and if needed coordinate with offices services).
Prepare and process timely travel and expense reports using the Concur Expense Application.
Prepare content and background on prospective investors for Portfolio Managers and Senior Marketers. Running reports via Preqin for Marketers.
Other general responsibilities include: preparing correspondence, processing incoming mail, filing/organization, maintaining contacts, and limited personal work.
Qualifications and Experience:
BA/BS Degree with a minimum of 4 - 6 years of experience; excellent performance record; previous experience in the financial services industry required (Asset Management).
Advanced proficiency in Microsoft Office Suite (MS Outlook, Word, Excel and PowerPoint). Proficiency in CRM software.
Must have knowledge of office administrative procedures, and knowledge of use and operation of standard office equipment as well as binding machines.
Excellent judgment, strong problem solving skills and sense of urgency, and willingness to go the extra mile.
Ability to multi-task and manage competing priorities effectively while meeting deadlines.
Experience working with highly confidential information.
Self-starter who is resourceful, organized and detail-oriented.
Team oriented with the ability to work independently and globally.
Proven ability to manage demanding travel and calendar schedules
External Company Name: Perella Weinberg Partners Group LP
External Company URL: www.pwpartners.com