Job Description

About the Role

As a Research Assistant, you will directly support the Portfolio Manager(s) and Research Analysts on your team.

Your primary duties and responsibilities include providing administrative support to ensure efficient operation of the office. You will support analysts and/or portfolio managers through a variety of tasks, including but not limited to: scheduling meetings, researching conferences, booking travel & making itineraries, creating and submitting expense reports, arranging conference calls, maintaining current watchlists as well as new ideas on FactSet for portfolios and companies your PM/analyst cover or are interested in researching, ordering catering, keeping contacts up to date, obtaining and filing company information.

This individual will report directly to the VP, Director of Workplace Operations. This team is comprised of 13 Research Assistants. The role will also involve coverage for other research assistants when needed.

Key Responsibilities

• Answer phone calls with proper call screening, forwarding, and message taking.
• Schedule meetings and appointments
• Coordinate with all necessary parties and gather all requested materials
• Work with the receptionist to make sure the calendar appointment has all of the necessary details, such as attendee names, agenda, conference room, catering requests, etc.
• When scheduling meetings with multiples analysts and PM’s must be able to work efficiently with other assistants
• Sort through emails and search for relevant events, meetings or calls that may be of interest
• Check for relevant conferences and present the information to the analysts/PMs; keep track of deadlines and ensure registration
• Act as a liaison with brokers, banks and investor relations representative
• Work with brokers and IR representatives to register PM’s/Analysts for Conferences and Investor Days and schedule any meetings that PM’s/Analysts find of interest.
• Make sure PM’s Analysts have the most current agenda for Conference and Investor Day and add any presentations to calendar that they would like to attend.
• Maintain and update contact lists
• Create or update documents and spreadsheets to help your analyst/PM streamline and organize his or her workload
• Produce and distribute correspondence
• Assist in the preparation of regularly scheduled reports
• Maintain a filing system
• Every quarter, keep track of the calendar for earnings calls. This may include providing press releases, transcripts, estimates and research reports to your analysts/PMs in a timely fashion. This is done using Factset and or Bloomberg
• Book travel arrangements: including flights, car services, hotels and itineraries.
• Maintain a list of all travel requirements including all hotel and airline points numbers, seat/airline preference, hotel preference
• Submit and reconcile expense reports
• Provide general support to visitors
• Take notes on calls upon request
• Work with other assistants when necessary to schedule meetings and conferences call, and make sure there is always adequate coverage
• Being a team player within the Research Assistant team
• Take on project work as needed which may include but not limited to maintaining new ideas, taking notes on earnings calls, and maintaining relationships with mgmt. companies

Qualifications

Education/Experience:

• 3-5 years administrative or executive assistant experience in a professional office setting.
• Preferred experience in the financial services industry
• Bachelor’s Degree

Knowledge and Skills/Abilities:

• Experience preparing expense reports and making travel arrangements
• Excellent time management skills and ability to multi-task and prioritize work in a fast-paced environment
• Highly motivated, result-oriented self-starter with good work ethic
• Attention to detail and outstanding listening and follow up skills.
• Team player who strives to creatively solve problems
• Excellent written and verbal communication skills
• Strong organizational and planning skills
• Proficiency in MS Office