Executive Administrative Assistant

AB CarVal is an established global alternative investment manager and part of AllianceBernstein’s Private Alternatives business. Since 1987, AB CarVal’s team has navigated through ever-changing credit market cycles, opportunistically investing $149 billion in 5,765 transactions across 82 countries. Today, AB CarVal has approximately $16 billion in assets under management in corporate securities, loan portfolios, structured credit and hard assets.AB CarVal Investors is dedicated to attracting and retaining the industry’s best people across asset classes and geographies. AB CarVal is committed to diversity and inclusion, valuing the full range of life experiences, skills and qualities of our employees. We believe peak effectiveness comes from an engaged, talented, and diverse workforce.This Administrative Assistant role is an exciting opportunity to work within fast-paced, entrepreneurial organization and provide direct support to the firm’s executive leadership. The individual will join a four-person administrative team and will provide proactive, targeted administrative support for an assigned portion of the AB CarVal Minnesota office. This role has responsibility to be a business partner for the assigned support groups and ensure a professional and welcoming environment for all visitors and guests.The role will report into the Office Manager and be located in Minnesota.Primary ResponsibilitiesExecutive SupportProvide proactive administrative support for the assigned group(s) and individuals including:

• Travel Coordination
  • Coordinate professional, accurate, and efficient arrangements for domestic and international travel to ensure a positive experience for the traveler. This includes efficiently managing scheduling changes such as re-booking travel and other arrangements as schedules change and/or other conflicts arise.
  • Manage the travel process from start to finish including initial travel booking, coordination of travel logistics such as all transportation (flights, taxi, cars, etc), hotel, trip itinerary, contact lists, local office detail, calendar details, and restaurant reservations.
  • Communicate travel arrangements consistently to travelers throughout the travel process including at the start once travel is confirmed, checking in during the trip, and ensuring the return trip and logistics are executed.
  • Coordinate other travel items as needed including Passport photos, passports, Visas, introductory letters, etc.
• Expense Reporting
  • Process expenses on an ongoing basis and in a timely manner.
  • Coordinate to ensure expenses are processed per AB CarVal policies and processes including being entered within the expense management system.
  • Communicate with individuals internally (both support groups/individuals as well as Management Company and Accounting resources) to ensure all receipts and other information is obtained and being processed in the most accurate and efficient manner.
• Calendaring/Meeting Coordination
  • Provide pro-active support for meeting coordination and calendaring.
  • Provide support as requested to schedule meetings, conference calls, and manage calendars to ensure individuals and teams are organized and prepared for their activities each week.
  • On an ongoing basis, proactively communicate with the individuals/team for upcoming meetings to inquire if additional support is needed for a scheduled meeting and/or suggest best practices.
  • Schedule appointments and coordinate meetings on and off site as needed including meeting room/location logistics, food/beverage coordination, communication with external and internally attendees, presentation logistics (hard/soft copy materials organized and printed; IT equipment arranged, etc.)
  • Create and send meeting presentation materials as needed ensuring meeting materials are at the appropriate location, packaged, printed, and ready to use.
  • Communicate with external guests and guests and meeting attendees in a timely and professional manner (both in person and via email or telephone communications)
• Ad hoc/Team Specific/Project Support
  • Manage specific ad hoc or ongoing support requests for the team/individuals. 
  • Answer and screen phone calls including professionally greeting, directing calls, and/or taking messages
  • Maintain an intermediate level of proficiency in Microsoft Office programs (Outlook, Word, Excel, and PowerPoint) and other systems as requested, in order to effectively complete team projects as requested by team members

General Office Support

Part of the team of AB CarVal Administrative Assistants providing overall support to the Minnesota and New York offices

• Provide ad hoc administrative support for and regular communication with AB CarVal’s U.S. offices
• Collaborate and partner with other AB CarVal Administrative Assistants to assist with ad hoc projects and activities.
• Engage with Administrative Assistant team to ensure consistent delivery of support to AB CarVal as well as to share, implement administrative support best practices, and team goals
• Proactively answer and respond to/direct inquiries into the AB CarVal main line
• Work closely with others to ensure all Administrative Assistant and office processes, policies, and procedures are followed appropriately, efficiently, and consistently
• Provide back-up support to other Administrative Assistants as necessary
• Collaborate with building management, security, and other third party vendors as needed
• Proactively suggest and implement office improvements that increase the professionalism and office experience
• Coordinate FedEx mailings and other deliveries (both sending and receiving) as necessary

QualificationsRequired

• High school degree or equivalent
• 3 + years’ experience as an Administrative Assistant or related field (customer service, or other support role)
• Demonstrated exceptional communication/customer service both internally and externally at all levels
• Demonstrated ability to work flexibly and with changing priorities and/or workloads
• Demonstrated strong sense of urgency; ability to identify priorities and meet deadlines in fast paced changing environment
• Exceptional organizational skills; strong attention to detail and follow up; ability to multi-task
• Proficient in Microsoft Office suite of products
• Strong collaboration skills; ability to effectively work with diverse group of people and disciplines
• Ability to maintain poise under pressure, with competing priorities and have tact in conflict
• Ability to work independently, to be proactive to complete work tasks and responsibilities
• Ability to handle confidential and sensitive information and materials

Preferred

• Bachelor’s degree in related field
• Experience working in a face-paced work environment
• Experience with expense and travel management software (ie. Concur, Travel One)
• Experience working in a global and culturally diverse environment
• Experience working within in the alternative investment industry strongly preferred
• Notary

Minneapolis, Minnesota