Job Description

An elite and tech-focused investment advisory firm is offering an amazing opportunity for an intelligent, detail-oriented Executive Assistant to join their entrepreneurial and intensely collaborative team. As Executive Assistant, you will be responsible for a range of responsibilities to keep our team on track while simultaneously juggling many competing demands in a highly entrepreneurial environment. The ideal candidate in this role has excellent time management skills, works well under pressure, and has experience expertly navigating time-sensitive deadlines and projects. You must also be a proactive self-starter who is eager to work side by side with a top executive and engage in very high-level work.

Main Duties

Calendar Management – Prioritize inquiries and requests for meetings, conference calls, dinners, and other engagements while troubleshooting conflicts; make recommendations to ensure the day-to-day schedule is running smoothly. (Seeking a true Outlook scheduling expert with a superior knowledge of Zoom and video conferencing.)

Travel Arrangements – Research, book, and coordinate travel; ensure all required documents are up to date; build itineraries; maintain and update all calendars; coordinate with required parties at the destination. (You book travel better than most agents, with a comprehensive knowledge of point programs, Centurion travel, and VIP programs.)

Event Planning – Coordinate, plan, and execute company-wide events and conferences (often in gorgeous and luxury destinations) while making sure the Founder's vision is executed fully. (You are hard-wired to see the big picture while taking into account the very special details that make an event truly spectacular—with prioritization at the core of every action.)

Special Projects – Offer support by designing and producing complex documents, reports, and presentations; collecting and preparing information for internal and external meetings; composing and preparing correspondence; maintaining contact lists; and completing expense reports. (You are highly proficient in Excel, PowerPoint, and Keynote—this is a must-have in order to be successful.)

Information Management – Maintain open communication with all teams, making sure the Founder is well-informed of all company happenings and critical briefings. (You are a team player and genuinely love working with people. Your interpersonal skills and the ability to read a room are your top skills.)

Requirements

• Minimum of 5 years of Executive Assistant experience at a fast-paced firm, ideally within professional services or finance. Prior experience supporting multiple executives is preferred.
• Proficiency in PowerPoint, Word, and Excel, with intermediate-level abilities to produce complex reports and Keynote/PowerPoint presentations.
• High level of maturity and discretion, and ability to be positive and respectful in any situation with tact and diplomacy
• Great sense of humor, authentic and personable, team player with independent producer abilities
• Ability to work collaboratively and manage multiple projects simultaneously
• Entrepreneurial spirit, a natural curiosity about investments, tech, and finance, and an unwavering commitment to innovation and progress

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