Senior Executive Assistant

Job # : 26-00516

Job Title : Executive Assistant - Floater

Job Location : San Francisco, CA 94104

Travel Required : No

Overtime Required : No

Position Type : Contract

Job Description :

DPP is seeking an Executive Assistant (Floater) for an opportunity with our client, a leading global investment firm.

Location Onsite in San Francisco, CA Duration 6 months Term W2 position

Position overview:

• Responsible for providing back-up support to various teams in the San Francisco office which will require being familiar with each Assistant’s workload to provide appropriate coverage.
• During back-up coverage, assist executives with a wide range of administrative and executive support-related tasks in a timely manner with high performance and accuracy.
• Potentially provide EA support to junior executives.
• Translate requests and requirements into achievable goals and manage the process through which these objectives are met.

Duties:

Communication and Information Management

• Review incoming mail and/or email, prioritize and summarize content, and process replies on own initiative or from Executives’ notes and directives
• Compose, draft, proof, edit, and finalize correspondence including e-mail and other documents

Planning

• Handle planning logistics for domestic and international travel; provide detailed itineraries, agendas, directions, and backup materials; prepare expense reports in timely manner ensuring accuracy and submit in accordance with Firm policy
• Manage and monitor Executives’ calendars and anticipate where problems might arise regarding calendar, meeting preparation, needs of executives involved, requests for meetings and telephone calls; communicate potential and/or confirmed changes to involved parties immediately
• Schedule and coordinate meetings and Executive events, inform attendees of dates and time, reserve meeting space, ensure the appropriate equipment/materials are available, coordinate hospitality services as needed

Liaison and Teamwork

• Liaise with portfolio organizations, investors, guests, and all Firm personnel in professional and courteous manner adhering to the Firm’s culture and values statements
• Act in discreet and professional manner with others; sensitivity to the confidential nature of the Firm’s business and consistently uphold such confidences, using this information only in the course of performing your job for the Firm
• Act as a team player, including taking on additional tasks to support colleagues and the Firm and offering to help before being asked

Required knowledge, skills, and abilities:

• Ability to manage highly sensitive, confidential information with complete discretion
• Ability to manage a high volume of work, multi-tasking and prioritizing tasks and projects according to what is most time-sensitive
• Excellent written communication and research skills
• Extensive experience managing complex and fluid calendars
• Excellent organizational skills to support the productivity of the whole team (i.e. filing systems, trackers, contacts)
• Critical thinker; excellent judgment; proactive and able to anticipate Executive’s needs
• Team player capable of working with internal and external stakeholders in a way that reflects the Firm’s core values and principles (high integrity, apolitical, non-arrogant, commitment to excellence, treating others with respect)

Education/equivalency:

• 4+ years of experience as an Executive Assistant; college degree preferred
• Financial industry knowledge highly desirable