Excellent Work Life Balance

By June 17, 2022

POSITION

EA to Founder

ATTRACTIVE FACTORS:

  • Close-knit, family friendly firm
  • Stability of team
  • Work life balance
  • Opportunity for growth and professional development
  • Fun company off-sites

 

KEY RESPONSIBILITIES:

The Executive Assistant will report to the COO and work closely with investment partners and the administrative support team. The Executive Assistant will be responsible for administrative functions supporting the Founder. Specific responsibilities and duties include, but are not limited to

 

  • Proactively manage scheduling of calendars; organize internal and external meetings and logistics coordination; manage the day-to-day meeting flow, reserve conference rooms, liaise with guests/clients and other members of EA team; prioritize meeting requests and work proactively to identify and mitigate schedule conflicts
  • Prepare presentation materials for meetings and company visits; pull meeting notes and other information for review in advance of meetings
  • Handle travel arrangements domestically and internationally, assistance in passport and itinerary coordination. Carefully considers and decides the optimum travel arrangements and itinerary for calendared meetings. Coordinate all details for ground transportation, hotels, restaurant reservations, with addresses and directions for all locations.
  • Prepare and submit expense reports in Concur; manage credit cards monthly; track approvals and reimbursement
  • Organize and archive company documentation, including meeting notes, board presentations, financial statements, and diligence materials
  • Prepare presentation material for Board meetings
  • Liaise with other staff

PA RESPONSIBILITIES

  • Make, track, and confirm all medical appointments
  • Submit, monitor, and track insurance claims, reimbursements, and billing for medical expenses
  • Make, track, and confirm personal travel arrangements, including commercial aviation and private-aviation membership
  • Monitor and assist with usage of credit-card points and mileage awards
  • Assist Family members and family staff with operations and upkeep of residences
  • Monitor and assist with memberships and their events calendars
  • Assist Family members and outside service providers with support or tracking of legal, accounting, tax matters, etc. as requested
  • Assist with philanthropic and volunteer initiatives
  • Assist with IT needs

 

TOP KEYS FOR CLIENT:

  • Committed to professionalism, high degree of personal and professional integrity
  • Committed to confidentiality, discreet
  • Team-oriented, proactive mindset; ready to roll up sleeves to help whenever others are overloaded or when a new need arises; non-hierarchical attitude and mindset
  • Highly detail-oriented, highly organized, resourceful, and communicative
  • Proactive, strong with follow-through
  • Accountable and dedicated with ownership over work
  • Able to be flexible and maintain a positive attitude in a fast-paced, changing environment where priorities often shift
  • Able to learn new software and technologies quickly and thoroughly
  • Able to work both independently and collaboratively across EA team
  • Track record of good judgment, able to learn the preferences and patterns of personnel supported
  • Able to multi-task, work proactively, and prioritize work appropriately

JOB ID: GIS2022A8