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Executive Assistant


Job Id: EB-2124728146

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  • 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




  • 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



  • 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


Executive Assistant


Job Id: EB-1145520755

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Santa Monica

Role: Executive Assistant to Founding Partner


  • 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


  • 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