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Executive Assistant

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JOB ID: EB-1169461504

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

 

HOURS:

7am-4pm, Monday-Thursday onsite, WFH Friday

ATTRACTIVE FACTORS:

  • Be a part of an exciting, team-oriented environment
  • Work alongside very bright, enthusiastic people who are passionate about what they do
  • Growing portfolio
  • Opportunity to interface/interact with high-profile interesting clients

KEY RESPONSIBILITIES:

  • Travel coordination/scheduling
  • Support with expense management
  • Provide meeting support: jump in to help troubleshoot zoom issues, manage conference rooms

TOP KEYS FOR CLIENT:

  • Understands the sensitivity of confidential information and documents
  • Handle sensitive situations with tact, diplomacy and good judgement
  • Extremely high degree of poise and professionalism, easygoing, no drama personality
  • Accuracy and detail orientation
  • Ability to anticipate things and build safety nets
  • Experience with MS Office and Outlook
  • Experience with Salesforce would be great
  • 5-10 years admin experience
  • A team player with a great work ethic, easygoing and fun

Executive Assistant

By

JOB ID: EB-1479533316

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

 

POSITION:

Executive Assistant to a combination of Directors, Principals and Associates (4-5 Executives total)

COMPENSATION:

Base + OT + bonus, generous comprehensive benefits

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 executive’s 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
  • 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