Job ID:EB-1957215129

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POSITION

Executive Assistant – Energy Real Assets (Houston)

HOURS:

8:00am-4:30pm (Monday-Friday) + OT as needed (schedule is subject to change)

INTERVIEW PROCESS

1^st : Meet with Office Operations

2^nd: Meet with another EA

3^rd: Meet with Executives

ATTRACTIVE FACTORS

• Be a part of an exciting, team-oriented environment with people who enjoy each other’s company
• Work alongside very bright, enthusiastic people who are passionate about what they do
• Opportunity to interface/interact with high-profile interesting clients
• Be a culture creator, plan fun events with the EA team

The Position   

The individual in this position is responsible for supporting Executives on the Energy Real Assets team, with an ability to handle a wide range of administrative and executive support related tasks in a timely manner and with high performance standards. Must be able to translate requests and requirements into achievable goals and manage the process through which these objectives are met. The nature of the position requires the employee to be on-site during working hours.

KEY RESPONSIBILITIES

EXECUTION, ADMINISTRATION, AND COORDINATION OF ACTIVITIES

• Serve as primary contact for executives
  • Assist executive team with current and prospective client-related communications and client data
  • Act as culture carrier for the Partner, organize office-wide and team events, such as happy hours, offsites, charity drives and volunteer days.
  • Liaise with the internal Events and Marketing teams as needed to provide administrative and logistical support on special events, conferences, and team offsites.
  • Proactively monitor heavy and fluctuating calendar, calls, e-mail, and flow of communication
  • Plan and coordinate special projects for executive as requested
  • Maintain accountability and accept responsibility for daily activities reporting to executive or business manager on status of all activities, requests, and open items
• •Conduct research and advanced planning

Communication and Information Management

• Oversee all incoming/outgoing emails and meeting requests, flag and advise of any updates or important/urgent messages, progress and delegate requests as appropriate and help compose correspondence as needed; maintain an organized inbox, sorting, filing and deleting messages as agreed upon with the Partner
• Review incoming mail and/or email, prioritize and summarize content, and process replies on own initiative or from executive’s notes and directives
• Create and maintain accurate paper and electronic filing ensuring documents are sent to file room and securely destroyed according to document retention policy
• Familiarity with firm policies as outlined in the handbook and on-line, including but not limited to, compliance constrains, travel, personal stock, IT, and record retention
• Maintain an updated job description and procedures desk manual for your position
• Assist with personal work as it relates to medical claims and flexible benefit administration for executives and their families
• Screen calls for executives and handle all inquiries within capacity
• Greet executive’s visitors and ensure their comfort

Planning

• Handle planning logistics for domestic and international trips using AMEX Travel; 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/or confirmed changes to involved parties immediately
• Schedule and coordinate meetings and executive events, 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
• Facilitate the successful implementation of projects initiated by executive and/or office manage

Liaison and Teamwork

• Liaise with investors, guests, and all personnel in professional and courteous manner adhering to 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 uses this information only in the course of performing your job
• Acts as a team player, including taking on additional tasks to support colleagues and the firm and offering to help before being asked; gives credit where credit is due
• Contribute your talents and efforts to a productive, pleasant and safe working environment

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 position.

TOP KEYS FOR CLIENT

• Ability to manage highly sensitive, confidential information with complete discretion
• Experience and comfort working with high-level executives
• Excellent verbal and written communication skills; presents ideas clearly and concisely
• Team player capable of working in a way that reflects the firm’s core values and principles (high integrity, apolitical, non-arrogant, commitment to excellence, treating others with respect)
• Ability to manage a high volume of work and fluctuating calendars, and prioritize tasks and projects according to what is most time-sensitive
• Three plus years’ experience in a similar role; college degree preferred
• Financial industry knowledge highly desirable
• Excellent writing, editing, and verbal communication skills
• Advanced computer skills using Microsoft Office Suite: Word, Excel, PowerPoint and Outlook; able to quickly and accurately produce/edit Excel spreadsheets and PowerPoint presentations
• Ability to perform general office duties including opening mail, photocopying, faxing, and mailing materials via various delivery services
• Research savvy with extensive experience using online resources
• Excellent diplomatic skills; skilled at developing and maintaining personal, social, and business relationships representing KKR in professional manner
• Highly developed planning and organizational skills; able to anticipate change, adjust responses accordingly, and initiate steps to maximize resources toward a common objective
• Superior time management skills; critical thinker with strong attention to detail