Executive Assistant / Administrative Assistant

From the company's job description

Location

Brookfield Place New York - 225 Liberty Street, Suite 3501

Business - Private Wealth

Brookfield is one of the world's largest alternative asset managers, with a 100+ year heritage of owning and operating assets and businesses that from the backbone of the global economy. Through its broad platform, the firm offers investment strategies across real estate, infrastructure, renewable power and transition, private equity, and credit.

Brookfield's private wealth team extends these capabilities to intermediaries worldwide, partnering with financial advisors to provide institutional-quality investment opportunities and differentiated insights that support long-term objectives.

Brookfield Culture

Brookfield has a unique and dynamic culture.  We seek team members who have a long-term focus and whose values align with our Attributes of a Brookfield Leader:  Entrepreneurial, Collaborative and Disciplined.  Brookfield is committed to the development of our people through challenging work assignments and exposure to diverse businesses.

Job Description

Position Summary:

The ideal candidate is detail oriented with strong design, editing and proofreading skills, proactive and interacts well with staff at all levels while remaining positive, flexible, and efficient.  This person will be an integral part of administrative duties and office procedures.  A high level of professionalism and confidentiality is crucial to this role. Executive Assistant responsibilities within Brookfield are subject to change and require flexibility as may be required to support other groups during busier times.

Key Responsibilities:

• Manage the main Outlook calendars and scheduling program specifics for our Business Management team.  This includes both internal and external stakeholders utilizing assistants globally, to coordinate a variety of complex meetings with attention to different time zones

• Balance conflicting priorities to manage workflow, ensure the completion of essential projects, and meet critical deadlines

• Utilize a broad understanding of the business to interpret and anticipate the needs of the Team Leaders who this role supports.

• Proactively navigate the organization to resolve issues as needed.

• Promptly respond to requests with accuracy and a courteous demeanor

• Schedule and manage logistics for internal firm-wide events or team focused events.  This includes managing the technology, catering, materials, e-mail communications and other items as needed

• Demonstrate an awareness of the fundamental business principles as well as an understanding of the overall firm to ensure appropriate decision-making protocols are followed

• Support the firm’s monthly Operating Committee with scheduling, content and meeting logistics.
• Work closely with other team members on onboarding new employees in the team, as well as offboarding processes as needed.

• Create, format and maintain detailed PowerPoint presentations, excel and Word documents utilizing advanced technical skills

• Organize complex travel arrangements as required, and in partner with Corporate Traveler, and update executives’ calendar with details

• Act as back up for Receptionist / Office Coordinator position during absences

• Provide group administrative support and coverage prioritizing 6 NY based senior team members including -

o   Manage calendars and document preparation for internal and external meetings

o   Printing, copying and binding of materials.

o   Submitting and processing invoices.

o   Processing expense reports.

o   Create and modify PowerPoint presentations, including formatting of charts, graphs and images.

Key Competencies/Behaviors Required:

• Extraordinary attention to detail, pro-active approach to task management, and capable of sustained independent work.

• Able to prioritize calendars, meetings, responses and tasks with accuracy, concision, and professionalism.

• Excellent written and verbal communications skills.

• Demonstrated ability to handle confidential information appropriately.

• Seamless capability of holding professional interactions with various staff members at all levels and in multiple geographies

• Ability to manage a poised, task-oriented composition in a fast-paced environment, occasionally under time pressure, with a high level of professionalism and confidentiality.

• Ability to adapt to change and pro-actively seek and implement tasks as time allows.

• Ability to balance conflicting priorities to manage workflow and ensure the completion of essential projects.

Requirements:

• 10+ years’ experience as an Executive Assistant working in the financial services industry

• Education – 4-year degree or beyond from an accredited university

• Mastery of MS Office, including Word, Excel, PowerPoint and Outlook (create and/or update PowerPoint presentations and create mail merges with numerous recipients)

• Experience with Concur, SharePoint and Salesforce, preferred

• Extremely organized, ability to anticipate requests and be proactive

• Able to manage multiple priorities and work comfortably in a fast-paced environment

• Strong interpersonal skills and good judgment

• Ability to communicate effectively with all levels of employees, including senior executives and outside contacts in a professional manner

• Team player and collaborative - provide support to other groups when time warrants, during absences, holidays etc.

Our compensation structure is comprised of a base salary and a short-term incentive program (cash bonus). Cash compensation tends to vary based on geography to account for local market conditions and is set to be market competitive. Compensation decisions are based on a number of factors including relative experience, overall years of experience, industry experience, education and designations.

Brookfield is committed to maintaining a Positive Work Environment that is safe and respectful; our shared success depends on it. We do not tolerate workplace discrimination, violence or harassment. We are proud to be an Equal Opportunity Employer and make employment decisions based on qualifications, merit and business needs, without regard to any characteristic protected by applicable law. Applicant information is collected and handled in accordance with our Applicant Privacy Notice.