Sales Assistant

  • Competitive
  • New York, NY, USA
  • Permanent, Full time
  • Non-disclosed
  • 14 Nov 17 2017-11-14

Global Asset Manager seeks Sales Assistant for the their New York office. Individual will work as part of a small team and will have a variety client servicing, reporting and administrative responsibilities. As part of this team, individual will be expected to exercise an extreme amount of diligence, discretionary judgment and professionalism representing them.

Specific Responsibilities:
Client Servicing
• Coordinate all aspects of client/prospect meetings (calendar and room booking, food ordering, managing material preparation together with CRM and analyst team and agenda preparation).
• Handle & resolve client queries: liaise with analyst team and operations teams to coordinate responses to client requests both simple and complex.

Reporting (internal and external) & RFP
• Oversee client reporting produced by reporting team to ensure accuracy and consistency.
• Assist team head with regular internal reporting on budget and pipeline.
• Coordinate RFP's & questionnaires with RFP team.
• Coordinate mailings including managing mailing lists in Salesforce; keep lists current and send mailings out via email.

Legal & KYC
• Assist CRMs to coordinate account opening and shut down process.
• Prepare, coordinate and organize all aspects of KYC including collecting KYC/AML documentation, Vigilance checks, CARC requirements, once a year or as needed to comply with legal and global regulatory requirements.

Team Responsibilities
• Update team intranet site.
• Adapt ad hoc material for client needs/meetings.
• Proof read existing material.
• Maintain files (hard copy and electronic) for client base.
• Coordinate team meeting calendar globally and report weekly to team.
• Upload meeting notes and client correspondence into Salesforce.
• Save client and prospect correspondence in electronic files
• Coordinate with marketing team and investment academy team to ensure smooth and successful client seminars in NYC (three annually) which includes client travel arrangements.
• Daily monitoring and communication of global news for official sector as relevant.

• Phone coverage for the team.
• Coordinate international travel itineraries for team members in New York including working with firm travel agent, car bookings and restaurant reservations.
• Monitor email of Team Head and take action on emails as needed.
• Ensure current client contact details in Salesforce.
• Maintain team “to do” list to ensure all client, prospect and internal queries are addressed in a timely fashion.
• Monthly expense report processing in Concur for team members.

Ideal Personal Profile:
• Accuracy: Is constantly attentive to the precision and thoroughness of the information sent and to the quality of the work; ensures that errors are minimized.
• Organizational Skills: Sets priorities, plans actions and methodically monitors their progress by coordinating activities and resources in the best way possible.
• Communication Skills: Expresses his / her messages, both orally and in writing, in an effective, organized way, which is appropriate to the audience being addressed.
• Teamwork: Knows how to work in a team and /or across teams, acts bearing common interests and respect for fellow team members in mind.
• Adaptability: Changes his / her behavior taking into account the constraints and benefits in changing circumstances.
• Integrating The Multicultural Dimension: Works with other cultures and businesses, integrating different interpersonal and working styles in his / her approach.
• Taking Initiative: Works proactively and independently, implementing work processes, ideas and solutions, including in situations where information is missing or wholly unusual.
• Taking Responsibilities: Is involved in his / her scope for action, while appreciating the limits. Meets his / her commitments and accepts the consequences.
• Results-Driven: Seeks to achieve the objectives set within the defined timeframe, by acting with tenacity, and by balancing costs and benefits. Continuously seeks optimum performance.

Academic Background and Experience:
• 3 -5 years’ experience in asset management industry or equivalent sales experience.
• Familiarity with Salesforce preferred.
• Strong proficiency in the use of full Microsoft Office suite.
• Experience with international travel coordination.
• Experience with global team operating in multiple time zones.
• Familiarity with Concur.