Executive Assistant

Job Description

• Serve as a point of contact and liaison for executives in internal and external settings
• Manage calendars, schedule appointments, confirm meetings and coordinate with other assistants
• Arrange and manage travel for domestic and international trips including flights, passports and visas, cars, hotels, and other reservations; provide travel itineraries, agendas, directions, and backup materials
• Get to know executives’ preferences and idiosyncrasies with regards to scheduling, logistics, communications, and other relative matters
• Monitor calls, emails, and general correspondence to be proactive and handle matters expeditiously
• Prepare for meetings by compiling documents, printing, and other logistics
• Plan and book travel across the US and occasional international travel. On average, the team may travel on a weekly basis
• Complete expense reports promptly and in accordance with firm policy
• Occasional support for general office responsibilities such as keeping the kitchen organized, welcoming guests to the office, etc.
• Attendance at the firm's Annual Meeting, typically held off-site in November, and supporting the team by printing nametags, shipping supplies in advance, welcoming guests, setting up meeting spaces, etc.
• Manage and/or coordinate various ad-hoc projects
• Register guests in the visitor management system and coordinating hospitality services as needed
• Obtain signatures in accordance with Firm policy and scan, save, and share appropriately
• Perform general office duties including photocopying, printing, binding, faxing, and mailings;
• Ensure office equipment of assigned execs is functional and liaise with IT as needed
• Assist with light personal work (ex, processing medical and other benefits claims, travel booking, etc.
• Work closely with other EAs to be able to provide backup support to other executives as needed
• Participate in appropriate professional development classes or training to enhance job performance and gain or improve skills
• Ability to work occasional overtime (outside of 8:30-5:00pm) as needed
• Act with discretion and respect to foster a productive and collegial work environment.

Qualifications

• 5-10 years of relevant experience supporting C-level executives
• Experience supporting a team of executives and working alongside a team of EAs
• EA experience in private equity
• Excellent written and verbal communication skills
• Proficiency with Microsoft Office programs, Concur, and Zoom
• Strong organizational and planning skills
• Experience coordinating domestic and international travel arrangements;
• Ability to work in person 5 days a week