Executive Assistant - Hedge Fund/Family Office

JOB DESCRIPTION

Seeking an Executive Assistant to optimize office management and assist in various operational matters at a growing investment management firm in Brentwood/West Los Angeles, as well as family office matters for the firm’s principal executive. We are looking for a professionally well-rounded Executive Assistant with 5+ years of transferrable experience supporting key senior executives in the Financial Services industry and proven capacity to effectively juggle administrative tasks. The Executive Assistant will report directly to a C-suite supervisor while regularly engaging with other staff/departments, as well as external contacts such as vendors, service providers, and clients. As an integral part of an entrepreneurial team (and, ultimately, a representative of the firm), the Executive Assistant will uphold the highest standards of efficiency, organization, discretion, and results-driven execution. They will be privy to and trusted with highly confidential information, and essential to maintaining seamless workflow across the firm.

Competitive compensation is offered. This includes a generous, fair salary commensurate with experience, and health, dental, and vision insurance benefits. This is an intellectually rigorous and creative environment that aims to combine fun with exemplary performance, wherein the Executive Assistant will be appreciated and valued. This firm is in an expansion phase and seeking someone with an impressive work ethic to support its growth.

JOB ROLE & RESPONSIBILITIES

• The main responsibilities for the role of Executive Assistant:
• Assist with firm management in connection with various elements of administrative work, accounting, finance, compliance, business developments, public relations, and business operations,
• Support the firm’s C-suite leadership and firmwide activities, balancing day-to-day needs and long-term goals,
• Uphold a meticulous organizational system with enthusiasm and precision—simultaneously managing office-based/in-person tasks and a multipronged digital ecosystem for files/communications,
• Conserve C-suite’s time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; and initiating administrative communications,
• Work closely and effectively with C-suite supervisor to keep them appropriately informed and updated of ongoing administrative tasks and projects, following up appropriately,
• Adhere to firmwide processes, protocols, and frameworks in the interest of maximizing data cohesion, yet simultaneously being open-minded to optimization-based changes that may be implemented as the firm grows,
• Exhibit and uphold a respectable reputation by demonstrating consistent and clear communication between internal and external parties,
• Complete a broad variety of administrative tasks for the firm including basic office management; completing expense reports; composing and handling correspondence that is sometimes confidential; and compiling documents for meetings,
• Successfully complete critical aspects of deliverables with a hands-on approach, including facilitating receipt of supplies, routing/parsing incoming and outgoing mail, maintaining technological equipment, greeting visitors, and other tasks that enable firmwide operations to run smoothly,

QUALIFICATIONS

• Bachelor’s degree in an applicable area of study from an accredited university.
• This person must have extensive and broad knowledge in a variety of business and office matters, be articulate and well-rounded with the highest regard for precision and attention to detail.
• The ideal candidate should be able to demonstrate the following:
• 5+ years of administrative experience working with and supporting Partners or C-suite Officers, preferably in the Financial Services industry (e.g., capital markets, hedge funds, investment management, family office, investment advisory or similar),
• Innate regard for optimization and efficiency and almost obsessive attention to detail alongside highly rigorous organizational standards,
• Ideal candidate has experience with complex calendaring and coordinating,
• Commitment to excellence with outstanding execution, and obsession for detail and organization,
• Must proactively anticipate challenges, and mitigate/approach such challenges with a pragmatic, problem-solving spirit,
• Must be comfortable wearing many hats and juggling diverse requests across multiple executi…