Executive Assistant

Who We Are

Enfusion is a pioneer in developing innovative, native cloud investment management software, analytics, and managed services for hedge funds and asset managers. We underpin the investment operations of more than 700 fund managers from our ten global offices spanning five continents. Our unique, seamless, SaaS-based platform is reshaping the global investment operations landscape by removing traditional information boundaries and uniting the front-, middle - and back-office into one system, with one unified data set. 

Position Summary

Our Marketing & Communications team is seeking an enthusiastic, detail-oriented, and proactive administrative assistant to provide foundational support across a variety of marketing functions. Reporting to the Chief Marketing & Communications Officer and serving as her right hand, the individual will be responsible for the business critical marketing finance function. This includes managing all aspects from contracts and SOWS to invoice processing, budget updates, monthly reconciliations with Finance, and supporting the annual budgeting process. The Administrative Assistant will also own the budget for and procurement of branded promotional items on behalf of marketing and other departments. The Assistant will serve as the logistical point person for all external conferences and trade show event sponsorships as well as Enfusion-sponsored and -owned events, working closely with marketing managers to ensure operational excellence. Among other responsibilities the Assistant will also serve as the team point person for tracking case study, testimonial and PR opportunities, liaising with Account Managers and Sales Representatives to bring the opportunities to fruition. 

The ideal candidate possesses strong organizational skills, meticulous attention to detail, and the ability to meet tight deadlines while managing multiple requests. In addition, this candidate should have a sense of urgency, eagerness to take initiative, resourcefulness, and strong interpersonal communication skills when dealing with senior staff both inside and outside of the company. This is a great opportunity for a motivated individual who can handle the day-to-day workload while thriving in a fast-paced environment. Prior financial budget management and administrative experience is required. There will be opportunities to periodically get involved in other marketing projects. 

What You’ll Do

Among other responsibilities, you will:

• Financial
• Liaise directly with all Marketing vendors, consultants and agencies and manage the internal approval process for NDAs, contracts, and SOWs with Legal and Procurement 
• Manage invoice processing with Finance ensuring each item is booked appropriately (accruals, etc) and update Marketing budget tracker accordingly
• Enter invoice and budget data and adjustments into financial tracking system
• Reconcile marketing budget with Finance monthly 
• Produce reports and statistical data as needed
• Promotional Items/Printing
• Manage promotional items budget and field internal requests for promos
• Research items, compare vendor quotes, order and oversee shipment and distribution
• Ensure items meet brand standards guidelines and budget parameters and work with Creative for all artwork
• Maintain internal inventory of items coordinating with regional office managers 
• Manage relationships with corporate printers for various business stationery and 
• Corporate Communications
• Awards – manage annual awards calendar, research opportunities, collect and manage internal inputs, submit, monitor for wins
• Manage opportunity inventory for client case studies, testimonials and press releases; chase Account Managers and Sales Reps to update status, collect input, or facilitate client calls
• Manage marketing stats inventory; update quarterly post-earnings by obtaining updates from Finance; ensure sales enablement tools and web site are updated
• Events
• Serve as primary liaison between Marketing team and external conference, trade show and event vendors and is responsible for all event logistics ensuring deadlines are met as well as a high quality and flawless on-site experience for Enfusion attendees and guests
• Research trade shows to obtain the latest sponsorship/participation information and deliver demographic: # of attendees, job titles, etc. to marketing lead
• Execute on sponsorship deliverables as appropriate
• Help secure and coordinate schedule for guest speakers on live and virtual events
• Select a strategically advantageous booth location
• Select/purchase show services (electricity, materials handling, Internet, set up/tear down, shipping, etc.)
• Secure and distribute pre- and post-show attendee lists
• Send and consolidate pre- and post-show surveys to sales team attendees
• Liaise with creative team for signage, promotional items, special displays, booth graphics updates, etc. ensuring procurement/production timeline aligns with show schedule
• Ensure that all appropriate materials arrive at the show on time for installation and provide all needed information about those materials or other on-site logistics
• Post show budget-versus-expense reporting
• Develop and maintain positive working client relationships with association managers, third-party vendors, etc
• Collaborate with sales to assign booth representatives; distribute schedules and other necessary show information as needed
• Build a reputation as a go-to person for questions
• Become a known name to key vendors to better open opportunities to be alerted to new industry information, registration open dates, etc.
• Think through the notes, documents, and communications needed to build a historical record and drive future decision-making

Required skills and experience

• Excellent math skills including 2-3+ years’ experience with budgeting/invoices etc. 
• 2-3+ years administrative assistant experience
• Experience organizing events/handling event logistics preferred 
• Proficient in Excel/Google Sheets plus experience with full Google Suite or, Microsoft Office Suite 
• Excellent written and verbal communication skills, understanding of relationship management
• Excellent organizational skills and attention to detail 
• Basic understanding of marketing concepts
• Ability and drive for detail-oriented task tracking, including managing details of multiple projects concurrently
• Ability to operate under minimal supervision, enjoyment in independently completing assigned work
• Very proactive and willing to take initiative
• Thorough approach/excellent and consistent follow-through
• Exceedingly flexible and able to prioritize in fast-paced/high-pressure environment