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Desktop Publisher/Executive Assistant Hybrid

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PRIMARY
PURPOSE OF THE POSITION 


The chosen candidate fulfills a combined role providing team production design
and clerical support, along with independent support for specific projects.
These projects include such activities as the collection, integration and
proofing of data and content for original presentations, event planning,
secondary research, and technology portal support. Successful execution of this
position contributes to the overall effectiveness of the Asset Allocation team
and relationship managers.


Depending upon evolving assignments, core
focus in this role generally includes a more concentrated PowerPoint and
InDesign component (decks, slides, internal communications materials).





PRINCIPAL RESPONSIBILITIES 



1. ADVANCED
PRESENTATION SUPPORT (40%) - Requires attention to detail, an eye for symmetry
and advanced technical knowledge of PowerPoint, InDesign and Excel to: 



Create branded, highly
challenging and persuasive presentation decks and custom pages for sales and
marketing presentations, divisional planning, quarterly commentary/reporting,
ad hoc requests for custom materials and handouts, internal training
presentations, executive presentations and other marketing communications
initiatives.



Create complex reports, charts
and graphs using Excel.



Perform quality control review of
deck content to ensure consistent branding, accuracy and consistency.
Coordinate legal approval process, proofing and production of final deck
through internal/external printing services.



Provide support to the research
marketing professional and Equity senior leaders for creation and production of
presentation decks.



ADMINISTRATIVE/CLERICAL
SUPPORT (30%) - Optimize the professionals time and manage their day-to-day
activities, including:



Outlook calendar/schedule
maintenance; scheduling internal and external meetings; manage mail and package
delivery and processing; setup, catering & coordination for both internal
team meetings/events and client/prospect meetings



Manage process, organization and
maintenance of electronic and hard copy files.



Create, format and edit letters,
reports, and all other correspondence from draft to client-ready stage; draft
responses to general inquiries (e.g., responding to questions on behalf of the
professional, requests for materials, etc.) word processing, photocopying,
document printing and packaging; maintain information in databases.



Process complex global and
domestic travel arrangements; may involve organizing multi-city travel
schedules/itineraries, and travel documents (Visas, passports).



Expense reporting and management;
ensures compliance with company policy & reporting regulations and
follow-up to ensure accurate processing and reimbursement. 



Receive visitors and assist with
phone calls.



RESEARCH
AND BUSINESS SUPPORT (20%) - Provides assistance for team communication,
technical support, special meetings/events, internal systems & programs.
Also assists with data & research, for:



Research and Data Compilation
– With direction from the marketing professional, compiles, creates and
maintains various reports, databases and charts related to industry and global
marketing trends, competitor data and analysis. Uses analytical thinking and
secondary research techniques to obtain requested information. Assists the
marketing professional as requested in obtaining portfolio holdings,
performance statistics, market data, and client presentations from internal
contacts/divisions.



ADMINISTRATIVE
TEAM SUPPORT AND BACK UP COVERAGE (10%) – Provide back up support to
managers and administrative colleagues for:



Ad Hoc Projects – Acts as backup to
the Equity Asset Allocation Administrative Assistants. Assists with the
planning and implementation of special meetings and/or events. May be assigned
as project lead and, at times, may be the only resource charged with follow up
and status reporting to managers throughout phases of the project.



Shares subject matter expertise
(SME) in software and presentations support to provide assistance to
administrative colleagues for presentations, software questions, and ad hoc
sales and client service projects.



INTERNAL
WORKING RELATIONSHIPS 


Marketing Professional: Works and
communicates directly with the marketing professional to understand the teamÕs
projects, objectives, goals and project deadlines; to act on behalf of the
professional as requested to gather information, components and materials in
support of driving marketing projects and goals to successful completion. 



U.S & OUS Marketing Team/Associates: Acts
as a member of the team and gathers and shares information and at times may
support or partner with to provide full range support to the marketing
professionals and towards the success of marketing initiatives and projects. 



Business Unit Leaders: Serves as an
effective interface between business unit leaders as well as other channel
leaders. 



Administrative Supervisor &
Administrative Assistants:
To share/seek institutional knowledge and
administrative best practices in support of the success of professionals and
the business unit. To network and cultivate professional
relationships. To share/seek project information and updates on behalf
of the teams supported. Communicates to assist with coordination of
professionalÕs schedules in support of meetings and enhancement of
communication across teams/divisions.



CHALLENGES
AND DECISION-MAKING



1. Challenge:The Specialist is expected to
balance the demands of supporting multiple business unit leaders, which
requires managing conflicting schedules, priorities, projects and working
styles. 

Decision Making: The Specialist must
communicate and work cohesively with the business unit and project leaders to
communicate any conflicting expectations/needs/priorities to seek a common
understanding and resolve. The assistant must keep an open channel of
communication to minimize conflict and ensure success.



2.Challenge: Supporting Ad hoc deadline
driven projects and producing marketing presentations materials in a
time-sensitive production environment due to lack of resources and external
factors that are not always controlled by the Marketing team. 

Decision making: The Specialist understands the
relevant urgency and importance of requests and knows and understands the
appropriate internal teams, managers and contacts to involve expediting
decision-making and must be proactive in collaborating with the marketing
professional about time sensitivity and resource needs. The Assistant is
empowered to leverage their peers and employ good judgment to determine if
deadline given is attainable and whether or not additional assistance is needed
to expedite the request.

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