Job Id:EB-1875922228
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KEY RESPONSIBILITIES:
• Heavy Scheduling/calendar management and general support for the team anticipating needs and supporting with general meeting prep, daily schedule maintenance
• Produce and process correspondence: Determine appropriate disposition or priority for professional’s attention. Compose a response for signature, as required.
• Handle all information confidentially.
• Gatekeeper of professional’s time and access
• Act as a liaison between professionals and “the world,” including portfolio company management teams.
• Arrange and coordinate business and personal travel
• Support with expense reporting
• Demonstrate superior attention to detail in all areas of responsibility
• Provide meeting support: jump in to help troubleshoot zoom issues, manage conference room calendars
• Prepare expense reports
• Responsible for all document flow (in/out boxes, faxing, copies, FedEx, etc.)
• Create and maintain files for professionals, including “deal files.”
• Ensure professionals tools (i.e. computer, laptop, phone, etc) are in good working order by coordinating with MIS department
• Maintain contacts databases for professionals
• Ad hoc project support

Personal Responsibilities
• Arrange family travel, as requested
• Run errands, as requested

General Office Responsibilities:

BACK-UP:

• Primary back-up to KED
• Cover front desk as requested for breaks, etc.

TOP KEYS FOR CLIENT:
• Ability to work with many different groups of people, all with varying agendas
• Understands the sensitivity of confidential information and documents
• Must be able to respond to variable workflow and maintain composure in a high-pressure environment.
• Excellent written and verbal communication skills with the ability to exercise tact, good judgment and diplomacy in dealing with management and the public.
• Extensive domestic and international travel experience.
• Regular, reliable attendance and punctuality. Flexibility to come in early or stay late on short notice, if requested. Must back-up the administrative team and provide coverage for other professionals when required.
• Detailed oriented, accountable and learns from mistakes .
• Experience in working in corporate and family office environment (personal travel, personal expenses/business ventures).
• Accepts criticism well, easy going personality, likable, not uptight, “thick skin”, hard to rattle.
• Strong organizational and people skills.
• Has a track record of loyalty and confidentiality with prior employers.
• Available, but must have defined boundaries.
• Able to anticipate needs and act upon requests independently

KEY RESPONSIBILITIES

Execution, Administration, and Coordination 

• Serve as primary contact for the executives
• Monitor heavy and fluctuating calendar, e-mails, and flow of communication
• Plan ahead and coordinate special projects for executives as requested
• Maintain accountability and accept responsibility for daily activities reporting to executive on status of all activities, requests, and open items

Communication and Information Management 

• Compose, draft, proof, edit, and finalize correspondence including e-mail and other documents
• Greet executives’ visitors and ensure their comfort
• Detail Management/Coordination
• Produces work that is thorough and meticulous; attend to all necessary details; deliver timely results in all areas including:
  • Correspondence
  • Travel arrangements
  • Expense management
  • Meetings, agenda times, participants’ confirmation
  • Calendar coordination and cross-checking of facts
  • Coordination with other team members
  • Outlook contact database

Planning 

• Handle planning logistics for domestic and international trips using the Firm’s contracted travel agency
• Prepare expense reports in timely manner ensuring accuracy and submit in accordance with Firm policy
• Monitor executives’ calendars and anticipate where conflicts might
• Schedule and coordinate meetings and executive events
• Facilitate the successful implementation of projects initiated by executive and/or office manager

ATTRACTIVE FACTORS:

• Be part of a rapidly growing firm and team
• Strong pipeline of large funds
• Stability of firm
• Work/life balance; flexible hours
• 3 weeks of vacation to start
• Volunteer opportunities
• Breakfast and lunch provided
• FSA
• Continuing Education and Professional Development classes offered

TOP KEYS FOR CLIENT:

• Five plus years’ experience in a similar role; with high-level executives
• 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
• Excellent diplomatic skills; skilled at developing and maintaining personal, social, and business relationships representing KKR in a professional manner
• Superior time management skills; critical thinker with strong attention to detail

• Able to manage highly sensitive, confidential information with complete discretion
• Critical thinker with sound judgment
• Acts as a solution provider; think “outside the box”
• 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
• Team player capable of working in a way that reflects the firm’s core values and principles
• Ability to manage a high volume of work and prioritize tasks and projects according to what is most time sensitive with minimum supervision
• Openness to suggestions, willingness to embrace feedback and constantly look for ways to improve processes