Executive Assistant
Posted
Summary:
- Work Mode: Onsite
- Manage heavy calendaring and travel coordination for a team, supporting three individuals with potential back-up coverage for other Executive Assistants.
- Coordinate international roadshow travel logistics, ensuring smooth execution from planning to completion.
- Act as the primary liaison between partners and clients, addressing their needs and ensuring seamless communication.
- Oversee event staff coordination and management for conferences, contributing to successful event execution.
- Collaborate with various business units to maintain alignment with company standards and objectives.
- Review incoming mail and/or email, prioritize and summarize content, and process replies on own initiative or from Executives notes and directives.
- Compose, draft, proof, edit, and finalize correspondence including e-mail and other documents.
- Handle planning logistics for domestic and international trips; provide detailed itineraries, agendas, directions, and backup materials; prepare expense reports in a timely manner ensuring accuracy and submit in accordance with Firm policy.
- Manage and monitor Executives calendars and anticipate where problems might arise regarding calendar, meeting preparation, needs of executives involved, requests for meetings and telephone calls; communicate potential and/or confirmed changes to involved parties immediately.
- Schedule and coordinate meetings and Executive events, inform attendees of dates and time, reserve meeting space, ensure the appropriate equipment/materials are available, coordinate hospitality services as needed.
- Liaise with portfolio organizations, investors, guests, and all company personnel in a professional and courteous manner adhering to company culture and values statements.
- Act in discreet and professional manner with others; sensitivity to the confidential nature of the Firm s business and consistently uphold such confidences, using this information only in the course of performing your job for the company.
- Act as a team player, including taking on additional tasks to support colleagues and the Firm and offering to help before being asked.
- Eight plus years experience as an Executive Assistant; college degree.
- Ability to manage highly sensitive, confidential information with complete discretion.
- Ability to manage a high volume of work, multi-tasking and prioritizing tasks and projects according to what is most time-sensitive.
- Excellent written communication and research skills.
- Extensive experience managing complex and fluid calendars.
- Excellent organizational skills to support the productivity of the whole team (i.e. filing systems, trackers, contacts).
- Critical thinker; excellent judgment; proactive and able to anticipate Executive s needs.
- Team player capable of working with internal and external stakeholders in a way that reflects the Firm s core values and principles (high integrity, apolitical, non-arrogant, commitment to excellence, treating others with respect).
- Financial industry knowledge highly desirable.
- Excellent writing, editing, and verbal communication skills.
- Advanced computer skills using Microsoft Office Suite: Word, Excel, PowerPoint and Outlook; able to quickly and accurately produce/edit Excel spreadsheets and PowerPoint presentations.
- Research savvy with extensive experience using online resources.
- Excellent diplomatic skills; skilled at developing and maintaining personal, social, and business relationships representing the company in a professional manner.
- Highly developed planning and organizational skills; able to anticipate change, adjust responses accordingly, and initiate steps to maximize resources toward a common objective.
- Superior time management skills; critical thinker with strong attention to detail.
