Los Angeles Archives - Groupe Insearch

By Angelica Rains

Job Id: EB-2124728146

Send your resume to info@insearchsf.com with the job ID

IN THIS ROLE YOU WILL

Maintain an accurate and detailed personal and professional calendar for the SVP Portfolio Growth & Operations, manage and log incoming scheduling requests, reschedule meetings upon request, proactively communicate changes, and anticipate and respond to scheduling conflicts
Prioritize the SVP Portfolio Growth & Operations’ tasks and projects daily, monitor all emails, documents, or materials requiring input and/or approval
Screen all communications to the SVP Portfolio Growth & Operations, with a particular focus on email management
Organize internal and external meetings for the SVP Portfolio Growth & Operations, including notifying attendees, reserving conference rooms, handling logistics, drafting and distributing agendas, and taking minutes
Collaborate with other executive assistants to successfully coordinate schedules across teams
Manage all travel arrangements and reservations for SVP Portfolio Growth & Operations
Review and submit expense reports for the SVP Portfolio Growth & Operations
Provide special project support to the SVP Portfolio Growth & Operations

WHAT WE NEED FROM YOU

Professionalism and Discretion: You maintain a high degree of discretion in all aspects of work and display courtesy and professionalism in all interactions and with all contacts. You manage difficult and/or sensitive situations effectively and appropriately. This is a fun role but one that requires a great deal of time and a substantial commitment to ensure everything is organized, moving forward and on time
Action orientated: You enjoy working hard. You are action oriented and full of energy for the things that you see as challenging and are not fearful of acting with baseline information and filling in as necessary
Attitude: We are a collaborative and supportive organization, where you will be expected to maintain a positive attitude and calm demeanor. You operate with the highest levels of honesty and integrity

EXPERIENCE

At least 3 years of experience providing high-level executive support
Advanced proficiency in Google Suite (Slides, Docs, Sheets), Microsoft Office and Apple Products
Exceptional verbal and written English communication skills – email, phone and in person
Extremely detail oriented and able to successfully multitask – ability to manage multiple projects with conflicting deadlines
Ability to work with high-profile individuals externally and collaborate internally
Ability to work well under pressure and tight deadlines
Ability to work well in a fast-paced environment
Ability to consistently apply good judgment and make good and responsible decisions
Knowledge of and interest or experience in beauty, fashion, health and wellness, travel and/or tech a strong plus

November 20, 2023

By Angelica Rains

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:

November 13, 2023