JOB ID: EB-1465607034
Send you resume to [email protected] with the job ID
POSITION:
Executive Assistant – Global Client Solutions (KCS)
HOURS:
Hours: 8:30am-5:00pm + OT as needed
ATTRACTIVE FACTORS:
- Be a part of an exciting, team-oriented environment in a beautiful office
- Work alongside very bright, enthusiastic people who are passionate about what they do
- Opportunity to interface/interact with high-profile and interesting clients
- Work/life balance
- Full kitchen: breakfast, lunch and dinner
- Gym/wellness reimbursement ($750 annually)
- Commuter benefits ($475 monthly)
- Executive Assistant outings
- Company outings (Giants Games, Happy Hours, Holiday parties)
- Large EA team (20+ admins in SF)
- Continuing Education and Professional Development: Participate in appropriate continuing education or professional development classes to enhance job performance and gain or improve skills required for the position
KEY RESPONSIBILITIES:
Communication and Information Management
• Monitor heavy and fluctuating calendar, high volume of calls, e-mails, and flow of communication.
• Compose, draft, proof, edit, and finalize correspondence including e-mail and other documents.
• Screen all calls for executive and handle all inquiries within capacity.
• Track Executives’ meetings, as well as necessary follow up in the proprietary investor database/CRM.
• Review incoming mail and/or email, prioritize and summarize content, and process replies on own initiative or from executive’s notes and directives.
• Plan and coordinate monthly and weekly team meetings as requested.
• Familiarity with our policies as outlined in the handbook and on-line, including but not limited to, travel, personal stock, IT, and record retention.
• Execute and manage both recurring and ad hoc projects such as database management, research requests and maintenance of information packages.
Planning
• Handle planning logistics for complex domestic and international trips using the Firm’s contracted travel agency; provide detailed itineraries, agendas, directions, and backup materials.
• Prepare expense reports in timely manner ensuring accuracy and submit in accordance with Firm policy.
• Monitor executive’s calendars and anticipate where problems might arise regarding calendar, meeting preparation, needs of executives involved, requests for meetings and telephone calls; communicate potential and/orconfirmed changes to involved parties immediately.
• Schedule and coordinate complex meetings and executive events requiring detailed logistics handling and problem solving, inform attendees of dates and time, reserve meeting space, ensure the appropriate equipment/materials are available, coordinate hospitality services as needed; assist with various off-site meetings as requested in an upbeat and professional manner.
Collaboration and Teamwork
• Liaise with portfolio organizations, investors, guests, and all personnel in professional and courteous manner adhering to our 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 and use this information only in the course of performing your job.
• Act as a team player, including taking on additional tasks to support colleagues and the Firm and offering to help before being asked; give credit where credit is due.
• Contribute your talents and efforts to a productive, pleasant, and safe working environment.
• Assist and provide phone coverage for additional executives when necessary.
• Assist guests with general office support and reservations (travel, dinner, and local transportation, etc).
TOP KEYS FOR CLIENT:
• A minimum of three years’ experience; college degree
• Ability to manage highly sensitive, confidential information with complete discretion.
• Demonstrates good judgement; skilled at developing and maintaining relationships.
• Ability to manage a high volume of work, prioritize tasks and projects according to what is most time- Strong attention to detail.
• Sense of urgency; ability to work in a fast-paced, dynamic environment and flexible attitude when responding to changes.
• Self-motivated; proactively identify areas for improvement to better streamline team workflow; can think “outside of the box.”
• Excellent verbal and written communication skills; presents ideas clearly and communicates openly and effectively with team; facilitate multi-directional information flow.
• Team player who can work collaboratively or make decisions quickly and independently as needed.
• Ability to perform general office duties including opening mail, printing, collating materials, photocopying, faxing, and mailing materials.
• Capable of working in a way that reflects the Firm’s core values and principles.
• Technically proficient; Advanced computer skills using Microsoft Office Suite: Word, Excel, PowerPoint, and Outlook; able to quickly and accurately produce/edit spreadsheets and presentations.