Business Coordinator/
Personal Assistant
Denver, CO (Hybrid - 3 days/week on-site)
Duration:
6 months
Hours:
25 hours per week (potential for additional hours based on business needs)
Compensation:$35-41/hour (W2)
Our client is a leading global active asset management firm dedicated to helping clients achieve their long-term financial goals.
This role provides Business Coordinator and Personal Assistant support to the Global Head of Strategic Accounts Program (GSAP), overseeing the firm's most important client relationships. The position involves 50% scheduling/calendar management and 50% marketing operations, event planning, and executive presentation support. This is an excellent opportunity to work with a highly respected leader with 35+ years at the firm, known for his collaborative leadership style. Strong performers in this role will have opportunities for continued employment within the organization.
Essential Functions and Responsibilities
Scheduling & Administrative Support (50%)
- Provide comprehensive diary management, including arranging internal meetings, calls, and video conferences across multiple time zones
- Assist with travel arrangements and preparation of expense claims as needed
- Act as primary liaison between team members and management across US and global footprint
- Work closely with HR, IT Telecom & Desktop Services to ensure relevant processes are followed and communicated effectively
Marketing Operations & Event Planning (50%)
- Support creation and fine-tuning of Board of Trustees and Board of Director presentation decks
- Proofread and update C-suite presentations and materials
- Work with internal event team to prepare and execute biennial client event
- Coordinate with external vendors, clients, admins, and board members on event details
- Support annual client kickoff meetings (February-March peak period)
Project & Program Coordination
- Support Distribution Leadership in advancing the US Direct Business Channel and Global Strategic Account Program
- Serve as contact for collation of information relating to activities, workstreams, and projects
- Ensure in-flight initiatives run efficiently and meet expectations of leadership and stakeholders
- Assist with management/administrative aspects and operational control of various projects including project development, internal operating procedures, business processes, policies, and budgets
- Take ownership of updates for executive management on scheduled or ad hoc projects, events, and initiatives
- Work with GSAP Lead Client Champions, Executive Sponsors, US Transfer Agency, and other stakeholders
- Work with contractor relationships (e.g., SS&C) on scheduling and planning
- Support GDLT Agenda build
- Maintain and oversee budget alongside business managers
Documentation & Process Management
- Maintain operational guides, manuals, project records, and business plan documentation to ensure consistency
- Ensure activities conform to industry and company standards
- Identify areas for process improvement and play key role in delivery of associated changes
Additional Responsibilities
- Collaborate directly with leadership to contribute ideas and execution strategies for departmental goals
- Provide resolutions to opportunities and concerns surfaced during team meetings
- Act as support for other departments as needed
- Carry out additional duties as assigned
- Adjust with ease as new demands are added, including periodic support beyond standard work hours due to global client footprint
Education/Experience
Required
- Degree level education or equivalent experience
- Background as Personal Assistant, Executive Assistant, or Event Planner
- Proven experience in scheduling, calendar management, and executive support
- Experience coordinating events and managing multiple projects simultaneously
- Demonstrated ability to work independently and collaboratively, taking direction from multiple leaders
- Experience identifying process improvements and implementing changes
Preferred
- Financial services industry experience
- Project management and budget management experience
- Risk & Compliance experience helpful but not essential
Knowledge/Skills
Technical Skills
- Required: Intermediate to Advanced proficiency in Microsoft Office Suite (Word, Outlook, PowerPoint, Excel)
- Advanced writing and editing abilities for various projects and presentations
- Strong attention to detail in document preparation and review
Core Competencies
- Excellent time management, prioritization, and multitasking abilities
- Outstanding interpersonal skills to build strong relationships across multiple teams, geographies, and time zones
- Effective communication skills, including speaking and active listening
- Excellent planning and problem-solving capabilities
- Methodical approach to reviewing and learning processes and systems
- Proven ability to produce timely, high-quality, accurate work
Professional Attributes
- Laid back, calm demeanor with assertive follow-through
- Reliable and highly responsive
- "Yes" mentality - proactive approach to taking on tasks as needed
- Self-motivated, committed, and enthusiastic
- Ability to maintain composure during high-volume periods
- Flexibility to adapt as priorities shift
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