Join a Supportive and Upbeat Team!

By July 28, 2022

POSITION:

Executive Assistant

ATTRACTIVE FACTORS:

  • Fun, close-knit team
  • Beautiful, modern office – roof top deck!
  • 100% covered health and dental
  • Bonus
  • Daily catered lunch
  • Company paid cell phone
  • Dog friendly office – they have an office puppy!

KEY RESPONSIBILITIES:

  • Heavy calendar and schedule management
  • Coordinate quarterly Board of Directors meetings for all companies in the Partners’ portfolios; establish and maintain excellent working relationships with Board Members and their support staff
  • Liaise with travel agents and charter services to arrange all travel (domestic and international; private and commercial)
  • Monitor e-mail for high priority and time-sensitive matters
  • Track all communication with prospective and current portfolio companies in firm-wide CRM
  • Prepare monthly expense reports in an accurate and timely manner
  • Submit portfolio chargebacks for travel expenses to and from quarterly board meetings
  • Execute signature pages of documents for review and approval as needed
  • Assist the finance team in obtaining Board of Directors presentation decks for internal records
  • Coordinate orders and pickups for lunch (and occasionally breakfast) when the Partners are in the office
  • Contribute to the overall success and operations of the office and team, including but not limited to: providing back-up support to other EAs, assisting with firm events, taking a shift at the front desk, etc.
  • Collaborate with other members of the administrative team regularly

TOP KEYS FOR CLIENT:

  • Strong organizational skills and superior attention to detail
  • Demonstrates ability to anticipate needs and issues before they arise, proactively identify solutions and work independently and collaboratively to problem-solve conflicts
  • Possesses poise under pressure; maintains composure in a fast-paced environment
  • Exceptional interpersonal skills and the ability to build relationships with staff and board members
  • Strong problem-solving and decision-making capability
  • Highly resourceful team-player, who is equally effective independently
  • Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of professionalism in all situations
  • Willingness to assume additional responsibility and learn new skills

Minimum Qualifications 

  • 5+ years previous administrative experience with 3+ years’ experience supporting Executive level required
  • Thorough knowledge of word-processing, centralized file server and standard office equipment required
  • Advanced skills with MS Word, Excel, and PowerPoint preferred
  • Bachelor’s Degree or higher required

JOB ID: GIS2022G13