Executive Assistant - Investor Relations

Full Job Description

Title: Executive Assistant

Department: Capital Development / Investor Relations

Reports to: Senior Vice President and Vice President of Investor Relations / HR Manager

Job Summary: The Executive Assistant will provide crucial support to the Investor Relations team. This position requires a proactive and organized individual who can manage multiple tasks efficiently and seamlessly, ensuring that all interactions with investors are conducted professionally and effectively. The role will have opportunities for professional development and career advancement.

Essential Job Functions

• Provide administrative support to the Investor Relations team in the following areas
• Various administrative responsibilities, including binding materials, note taking, scheduling calls, and pulling reports
• Coordinate domestic and international travel arrangements
• Process expense reports
• Manage calendars, including coordinating and scheduling meetings, conference calls, and/or lunches/dinners/events with internal and external parties
• Ensure that all client needs are consistently met and strive to exceed client expectations
• Manage and maintain the Client Relationship Management system (DealCloud), updating new and existing accounts with relevant information
• Update client information, including wiring instructions, email addresses, authorized contacts, etc.
• Log all investor meetings and calls
• Liaise with EIG's fund administrator to maintain the Investor Dashboard (the portal used to disseminate all client reporting)
• Assist investors with the investor dashboard; reset passwords, help navigate the portal, pull reports
• Handle phone and email communication with investors, ensuring prompt and professional responses
• Maintain Virtual Data Rooms (VDRs) to facilitate due diligence requirements and ensure information is current
• Collaborate with internal teams to gather relevant information for investor requests
• Coordinate logistics for investor presentations and support in the preparation of relevant materials
• Assist with the preparation of fundraising-related materials (RFP responses, DDQ, PPM, pitchbook, responses to specific investor questions)
• Assist with planning roadshows, conference schedules, and investor meetings/calls
• Respond to ad hoc, monthly, and quarterly investor requests
• Other marketing and communications-related projects as requested (website updates, LinkedIn postings, etc)
• Prepare briefing documents in advance of investor meetings and calls

Minimum Requirements

• A minimum of 2-3 years of proven experience in an executive support role, with exposure to investor relations preferred
• Highly detail-oriented, Well-organized self-starter with high energy, creativity, and thoughtfulness
• Strong critical thinking and problem-solving skills
• Ability to manage multiple tasks, projects, deadlines well, and work effectively under pressure, with proven ability to use discretion and judgment
• Attention to detail with ability to prioritize work assignments as required
• Highly accountable and solution-oriented, can admit and remediate mistakes quickly and effectively
• Capacity and interest in working in a team environment, while also being proactive and self-motivated, and able to work well independently
• Proficient in Microsoft Office, particularly Word, Excel, and PowerPoint
• Proficiency in utilizing Microsoft Excel and other tools to collate, manage, and process data and information
• Excellent interpersonal, verbal communication, written communication, organization, and planning skills
• Ability to interact with all levels of internal and external personnel in a mature, professional manner
• College degree, preferred

Benefits

• Medical coverage: Core PPO, PPO Plus, and high deductible plans available
• Dental and vision coverage
• Health Savings Account ("HSA") and Flexible Spending Account ("FSA")
• Company-paid Basic Life, AD&D, Short Term and Long-Term Disability coverage
• Voluntary benefits: critical illness, accident insurance, and supplemental life insurance
• 401k retirement plans and employer Safe Harbor contributions
• Paid Parental Leave
• Adoption assistance and dependent care FSA
• Infertility diagnosis and treatment benefits
• Employee Assistance Program (EAP)
• Commuter benefits
• Employee discounts and perks programs
• Travel assistance
• Employer-paid lunch in the office