Full Time Executive Assistant/Office Services

25 Jan Full Time Executive Assistant/Office Services

Job Details:Position Description: Looking for a talented, professional, and polished Executive Assistant that is results oriented. The ideal candidate will provide support to the Limited Partners (“LP”) Services Team and provide general office management. The right candidate willbe a self-starter, strive for results, exercise good judgement and have excellent communication skills.Responsibilities and Duties:Coordinate complex international and domestic travel arrangements – personal and business -including preparation of detailed itinerariesWill be responsible to maintain privacy with confidential information and documents;Ability to handle numerous projects with a high level of accuracy and professionalism;Inputting and updating contacts in Managing Director’s contacts and CRM system;Back-up support for dissemination of LP Services material as needed;Organize & gather receipts, follow-up on missing items and submit corporate expense reports;Weekly Staff Meeting invites & taking minutes;Plan & manage on-site meetings, booking conference room, lunchesPlan and manage off-sites, dinners, events, multi-day functions and speaking engagements.?Ensure that all logistics are handled including facilities, A/V, security and catering requirements;Manage employee & office security, including issuing elevator access badges; Kitchen and general office cleanliness, ordering pantry and office supplies, managing relationship with vendors; USPS mail pick up and distribution of overnight packages;Must be highly organized and able to multi-task, re-prioritize tasks, pivot daily goals as needed,and an effective problem solver in a busy office environment;Excellent written and oral communications; follow-up and self directionAssist with any unanticipated projects or requests;Strong computer skills in Word, Excel, PowerPoint, CRM and other proprietary systems;Approximate 50% LP Services including EA to one Partner and Senior member of LP ServicesTeam and 50% office management;Willingness to work overtime, after hours or on weekends.Requirements:Candidate must have at least 3 years of administrative experienceMust be results oriented, have a high degree of motivation, organizational and time-management skills;Able to take effective action efficiently and proactively resolve difficult and complex situations;Exceptionally high EQ, professional presence, maturity and dependability;Demonstrated ability to maintain a high degree of confidentiality, while exercising tact anddiplomacy in managing highly sensitive, privileged and material non-public information;?High degree of integrity, strong work ethics, organized, punctual, deep sense of accountability and desire and ability to continuously improve;Candidate must be flexible with their schedule and be comfortable handling last minuterequests;Ability to stay focused in stressful situations;Openness to taking on new responsibilities as needs change and new requirements develop;In office work: EAs are expected to work in office four days per week; andVaccination and boosted for COVID-19 to the maximum CDC allowable for your age.Benefits:Walking distance to BART and the Ferry Building100% Company-paid health insurance for employee and family100% Paid Health Savings Account (H.S.A.)100% Company-paid Life & Long-Term Disability Insurance for employeeAnnual discretionary bonus and profit sharing paymentsPaid professional development classesTeam environment and highly diverse workforce15 company paid holidays & 15 days vacation leave from start of employmentOffice in premier Financial District building