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Asset & Wealth Management Administrative Assistant – Dallas, TX – multi‑executable support for Managing Directors and VPs.
Proactive admin role with calendar, travel, expense, and confidential client management in a dynamic corporate environment.
Position Overview
Provide high-level, proactive administrative support to a complex team of Managing Director & Vice President Investors. This role requires a high degree of multitasking, discretion, and the ability to navigate a dynamic corporate environment.
Job Summary & Responsibilities
Provides dedicated & dynamic administrative support to multiple investors across our Alternatives Investing sleeves, including our impact investing business – the Urban Investment Group.
- Proactively coordinate and maintain complex and extremely dynamic calendars including coordination of senior-level internal/ external meetings and conference calls, strategically prioritizing meeting requests and all related logistics.
- Anticipate potential calendar conflicts and engagements, while proactively resolving all scheduling challenges. Responds and follows up on client requests in a timely manner.
- Handles highly confidential and sensitive client information with the utmost discretion.
- Manages a high volume of phone calls and interacts with high-level business leaders and clients in a professional and effective manner.
- Coordinates all travel arrangements, both domestic and internation, including visa procurement and other requirements
- Meticulously process and track expense reports in a timely manner, reconciling credit card statements or related expenses in compliance with company policy
- Prepares and distributes correspondence, agendas, letters, reports or other documents as requested
- Supports general office administrative duties (ticket distribution, copying, filing, faxing, archiving, supplies, etc), ad-hoc projects, facilities management and/or event planning as requested.
- Organizes and ships materials to clients as needed; tracks delivery and confirms receipt when appropriate.
- Partners with conference, catering, and other event vendors to support client engagements as needed.
- Maintains understanding of firm policies and can handle certain issues independently.
Qualifications
Experience supporting multiple executive(s) in a complex environment, preferably in financial services, private sector or government.
- Demonstrated ability to manage multiple priorities, anticipate needs, and proactively adapt to rapidly challenging demands.
- Ability to exercise excellent judgment and discretion in dealing with confidential material or handling highly sensitive information.
- Requires excellent interpersonal and communication skills, both written & verbal. Ability to display a consistent, professional degree of communication.
- Extreme attention to detail and organizational skills, with ability to prioritize tasks.
- Highest degree of integrity, professionalism, and diplomacy is required.
- Strong proficiency in MS Word, Excel, PowerPoint and Outlook is required.
- Familiar with expense platforms such as SAP Concur
- Supportive team player with a positive attitude.
- Ideal candidate has at least 5+ years of experience.
This role is fully onsite in the Downtown Dallas office.