Executive Assistant

Summary:

• Hours: 8:30am-5:00pm OT as needed (schedule is subject to change)

Responsibilities:

• Heavy, complex calendaring, including scheduling on behalf of the broader commercial team (35 team members across locations)
• Frequent and complex travel coordination, expense management, and tracking key meetings, events, and deadlines
• Manage a constant flow of Outlook emails and meeting requests
• Provide active, in-the-moment support, keeping the executive on track, pulling him from meetings, and dialing him into upcoming calls
• Provide weekly recaps and reminders to help manage priorities

Requirements:

• 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 company’s core values and principles (high integrity, apolitical, non-arrogant, commitment to excellence, treating others with respect)

Preferred Skills:

• Eight plus years’ experience as an Executive Assistant; college degree
• 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
• Research savvy with extensive experience using online resources
• Excellent diplomatic skills; skilled at developing and maintaining personal, social, and business relationships representing the company in a professional manner
• Highly developed planning and organizational skills; able to anticipate change, adjust responses accordingly, and initiate steps to maximize resources toward a common objective
• Superior time management skills; critical thinker with strong attention to detail