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Executive Assistant

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

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