Job Description

Position : Executive Administrative Assistant

Reports to: CIO & Managing Director, Office Management

About Wafra: Wafra is a global alternative investment manager with over $28 billion of assets under management across a range of alternative assets, including strategic partnerships, alternative and traditional real estate, and real assets. Wafra is headquartered in New York and has offices in London and Bermuda. We have over 180 professionals globally.

Position Summary:

This position will provide high-level administrative support to the CIO Office as well as a subset of the Alternative Investments Department. Administrative support includes but is not limited to daily operations, calendar management, travel coordination, meeting preparation, expense reports and ad-hoc projects while contributing to the synergy of the team and Wafra. This role should provide an effective interface between the CIO and all external and internal parties.

Duties and Responsibilities:

• Deliver a full range of high-level administrative support including forward-thinking strategic calendar management for both business and personal matters and provide updates and documentation as necessary and requested.
• Proactively manage the CIO's calendar, including scheduling, prioritizing appointments, and coordinating all internal and external meetings across global time zones.
• Meeting effectiveness: ensure agendas and documents are provided 24 hours prior to a scheduled meeting as well as preparing in-office for the meeting and corresponding follow-ups.
• Provide administrative support with diligence and accuracy to the Alternative Investment Department. Serve as a gatekeeper and representative of the team managing multiple requests while maintaining good relationships.
• Arrange complex travel itineraries both international and domestic, including flights, accommodations, ground transportation, visas, and agendas considering the traveler’s preferences and optimizing travel efficiency.
• Proactively monitor deadlines and follow up on action items, ensuring timely completion of tasks.
• Prepare for frequent client-based trips and visits throughout the year.
• Support the CIO Office with requests/various tasks/ad-hoc projects.
• Work closely with the Administrative Team on all matters.

Requirements:

• Bachelor’s Degree required.
• Minimum 3-5 years’ experience as an Executive Assistant supporting C-level executives or senior management.
• Ability to coordinate effectively with in-person and remote executives and team members
• Exceptional organizational skills with the ability to multitask and prioritize in a fast-paced environment
• Proactive mindset and the ability to act with a sense of urgency, anticipating needs and taking proactive measures to support executives.
• Strong calendar management skills, adept at optimizing schedules and creating more bandwidth for strategic activities.
• Excellent written and verbal communication skills, with the ability to interact professionally and confidently with stakeholders at all levels.
• Strong attention to detail and accuracy, particularly in managing confidential information and preparing business documents.
• Ability to maintain composure and work effectively under pressure, handling high-stakes situations with professionalism.
• Practices discretion and confidentiality when handling sensitive information.
• Flexibility and adaptability to changing priorities and demands, readily adjusting schedules and tasks as needed.
• Flexibility with time, able to arrive early or stay late and be responsive after hours and on weekends as needed.
• Proficiency with computer skills, including Microsoft Office Suite, Concur or expense related platforms, and Egencia or other travel management solutions

Benefits/Compensation:

• The anticipated base salary for this role is $115,000 - $125,000. The compensation range for this role is specific to New York City and actual base salary will be determined by several components including but not limited to an individual’s experience, skill set and qualifications.
• Wafra is committed to the wellbeing of all employees and the hired candidate will be offered our comprehensive benefits package, including but not limited to, retirement benefits, health insurance, life insurance, paid holidays and time off and various wellness benefits.

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