Job Id: EB-1145520755
Send your resume to info@insearchsf.com with the job ID
Address:
Santa Monica
Role: Executive Assistant to Founding Partner
Responsibilities:
- Heavy scheduling and calendar management for the FP; flexible to adjust schedules as needed
- Manage FP’s calendar to maximize their efficiency and effectiveness
- Manage phones and messages (a professional point of contact on behalf of FP)
- Book travel (coordinate with travel agency and, in many cases, other members of the firm) – both domestic and international travel
- Comfortable booking both public and private airfare
- Processing business visas when needed for travel
- Process expenses (in required timeframe) in accordance with company policy via Concur or similar platform
- Print and bind decks and other materials for meetings
- Assist with restaurant reservations for meetings and group lunches/dinners
- Order/coordinate catering for in office meetings when needed
- Set up video conference and presentations for meetings
- Heavy personal assistance for FP from office (process insurance claims, FSA claims, coordinate certain personal appointments, update/manage contacts, coordinate with financial and tax advisors, etc.)
- May provide light support to immediate family members of FP, for instance, vacation travel or insurance claims assistance
- Flexible to assist with firm CRM system as implemented – Input team meetings and calls; update existing contacts; review data for errors
- Backup for other assistants when needed – team player
- Assist with ad hoc projects as needed
Requirements:
- Must have bachelor’s degree
- 5-10 years’ administrative assistant experience (in the financial industry is a plus)
- Extremely polished and professional
- Exceptional communication skills both oral and written
- Strong experience in Microsoft Office (particularly Outlook)
- Familiarity with Concur (expense processing system) a plus
- Ability to work independently, be pro-active, take ownership of responsibilities and manage follow through on assignments
- Must be flexible with regards to work hours; overtime may be required
- Must be very organized; impeccable attention to detail and the ability to multi-task a heavy volume of call and meeting scheduling
- Positive attitude and team player
- In person office attendance required Monday through Friday with some flexibility for hybrid work when may not be required by the FP.
Attractive Factors:
- Beautiful office and open environment
- Opportunity to join a stable firm
- Exposure to a tight-knit team
- Interact with high profile global partners and entrepreneurs
- Work-life balance
- Assist with event planning