Executive Administrative Assistant

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Job description

Overview:
About Princo

Princo is widely recognized as an innovative leader in the investment management industry. We manage Princeton University's $34 billion Endowment through a global network of top-tier investment firms that span both traditional and alternative asset classes such as public equities, private equity and venture capital, hedge funds and real estate.

The Endowment provides critical support of Princeton University's mission to be a world-class research and higher education institution. The returns on the Endowment generate about two-thirds of the University's net annual operating revenues and help fund the University's highest priority strategic initiatives, such as major investments in bioengineering, quantum science and artificial intelligence. Notably, the investment program's strength has allowed the University to initiate and expand its pioneering financial aid program. Endowment funds currently cover 70% of the undergraduate financial aid budget, which has supported the University's efforts to increase the socioeconomic diversity of the student body. The University is able to admit students without regard to their financial circumstances, and its financial aid program makes it possible for students to graduate with no debt.

Position Overview:

The Executive Administrative Assistant (EA) to the President will report to both the President of PRINCO and the MD responsible for Operations, Administration, and Technology.

The EA to the President will take the initiative to solve problems by interpreting policies, synthesizing, evaluating, and communicating information clearly, and collaborating with colleagues. This position requires detail-orientation, an eye towards efficiency, exercising discretion, independently prioritizing workflows and priorities, and performing well under pressure and within tight deadlines. The EA to the President must also be comfortable interacting with high-level executives (both internally and externally).

Core responsibilities for this role include managing the President's calendar, scheduling internal and external meetings; coordinating domestic and international travel arrangements; managing the flow of critical information across PRINCO's research management system and other software tools; and regularly assisting with document and presentation edits (including Board materials). Additional responsibilities include leading ad-hoc projects such as data and reporting administration, event planning, and managing agendas for various meetings. The Executive Assistant will also be part of a broader office administrative team that partners to provide occasional backup support for the office.

Responsibilities:
Responsibilities:

Anticipation of the President's needs, ensuring he is prepared for all meetings well in advance-where and when appropriate, make him more organized and efficient.

Coordinate with internal and external parties to schedule meetings; handle all logistics for meetings including requirements such as technology, meeting materials, and catering.

Coordinate and manage complex domestic and international travel including flights, hotels, trains and car service. Prepare travel itineraries and update details in team members' calendars. Be readily available to correct problems that arise once a trip commences.

Compose, draft, edit, and/or format documents and presentations utilizing formatting requirements and design guidelines for both internal and external meetings; researching information as needed from multiple sources to create documents; and compile research materials and pull reports on request.

Assist with expense reimbursements in a timely manner.

Answer, forward, or address phone calls as needed.

Coordinate PRINCO Board contacts, work with internal and external counterparts to ensure that PRINCO Board is well informed.

Coordinate PRINCO deliverables for University Trustee and Cabinet meetings.

Arrange gifts and plan lunches and dinners as needed.

Manage the President's external board responsibilities, meetings, calls and tasks.

Attend internal meetings and be attentive to President's communications (in order to facilitate the ability to act on tasks when appropriate).

Facilitate timely document management, maintaining investment related materials within PRINCO's research management system.

Work as an integral part of the broader administrative team, offering support for other key administrative projects.

Qualifications:
Qualifications and Skills:

High school diploma or equivalent required. Bachelor's degree preferred.

7+ yrs experience as an administrative or executive assistant, with a strong preference for experience in investment management, financial services, or other corporate and higher education-related fields.

Ability to take initiative and work independently with minimal supervision; must be able to set priorities, problem-solve, multi-task, and manage competing demands while often working under pressure and with frequent interruptions.

Excellent communication skills, interpersonal skills, and a high level of attention to detail and accuracy is required.

Previous experience booking complex domestic and international travel is preferred.

Strong technology proficiency and computer skills, including fluency in Outlook email and calendaring, Excel, Microsoft Word, and PowerPoint

Ability to deal with confidential information and/or issues using discretion and judgment.

Ability to react positively and quickly to last-minute changes in logistics or needs.

Experience with organizations undergoing significant change and the ability to manage through change successfully.

Believes "No task is too small" and enjoy making others more productive and efficient.

Enjoys learning and approaches new tasks with a growth mindset.

Ability to work onsite in Princeton office at least 4 days per week.

Princeton University is an and all qualified applicants will receive consideration for employment without regard to age, race, color, religion, sex, sexual orientation, gender identity or expression, national origin, disability status, protected veteran status, or any other characteristic protected by law.

Standard Weekly Hours:
36.25

Eligible for Overtime:
No

Benefits Eligible:
Yes

Probationary Period:
180 days

Essential Services Personnel (see policy for detail):
No

Physical Capacity Exam Required:
No

Valid Driver's License Required:
No

Experience Level:
Mid-Senior Level

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