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:

• 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