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Form of workSummary:The Executive Assistant is responsible for providing a broad range of support services to, and overseeing a variety of activities within, the Legal and Compliance team. The Executive Assistant also independently completes various projects for the team and assists in a wide variety of ongoing initiatives. Primary Responsibilities:
- Provides overall confidential executive administrative support while anticipating and being proactive to the needs of the senior professionals on the Legal and Compliance team.
- Manages complex and busy calendars for the senior professionals on the Legal and Compliance team, which includes scheduling meetings, notifying meeting participants of schedule changes, and prioritizing meetings.
- Acts as a liaison among the senior professionals on the Legal and Compliance team, clients, and all external contacts; understands which issues are urgent and prioritizes in order of importance.
- Maintains a strong understanding of the business, including financial, legal and compliance terminology; has a good understanding of Calamos products, strategies, and organizational structure.
- Coordinates travel arrangements including air, hotel, transportation, and other details for senior professional domestic and international travel.
- Provides general reception services for the Legal and Compliance team ensuring visitors and callers are greeted in a professional and courteous manner while screening incoming calls and visitors.
- Serves as the first point of contact for the Legal and Compliance team which includes working in conjunction with internal departments on requests as well as outside parties.
- Oversees logistics as they relate to board meetings and manages all administrative activities related to board meetings; serves as an initial point person to board members regarding any requests.
- Maintains a variety of spreadsheets and schedules for Calamos’ trademarks, legal department budget, entity organization chart, etc.
- Prepares and/or files regulatory reporting forms such as Section 16 Filings, Form D, Edgar codes and other reports.
- Prepares first drafts of legal documents including but not limited to audit response letters, incumbency & secretary certificates, and other related documents.
- Assists with the management of subpoenas which may include document hold and request for records, maintenance of applicable spreadsheets, reviewing and sending out documents, coordinating with insurance as necessary for claim reimbursement.
- Coordinates obtaining operational licenses with governmental authorities.
- Maintains an efficient file management and document control system within the department, including resource material and directories.
- Manages the company’s corporate memberships, including the Investment Company Institute, NACD, etc., and the department’s publications, including Fund Directions, Board IQ, etc.
- Performs related duties as assigned.
- Bachelor’s degree required.
- At least seven years of high-level administrative experience required; previous experience in a corporate legal setting and/or in financial services strongly preferred.
- Excellent writing skills with the ability to prepare a variety of communication materials.
- Excellent analytical skills with the ability to quickly and efficiently prepare reports.
- High level of professionalism and ability to handle confidential information with discretion.
- Excellent client service is a must.
- Strong organizational skills with the ability to multi-task, manage deadlines, prioritize workload in a fast-paced environment and quickly adapt to changing business needs.
- Attention to detail is essential, particularly as it relates to formatting and editing presentations and reports.
- Excellent MS Office skills including Word, Excel, Outlook and PowerPoint.
