Executive Assistant

Company: Jobot
Location: San Francisco
Posted on: June 26, 2022

Job Description:

This Jobot Job is hosted by Emily Klopfenstein

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Salary $90,000 - $110,000 per year

A Bit About Us

Our client is a solution platform dedicated to helping institutional investors make investments in private equity across Asia.



Why join us?


Benefits

Walking distance to BART and the Ferry Building

Company-paid health insurance for employee and family

Company-paid Life & Long Term Disability Insurance for employee

Discretionary bonus and profit sharing

Office in premier Financial District building

Job Details

The ideal candidate will provide executive level support to the Firm's Managing Partner and the Investor Relations and LP Services teams and will have a demonstrated background as an executive assistant professionally, preferably out of finance or a similar corporate firm. The candidate must be a self-starter and strive for results, exercise good judgement, and have excellent communication skills, along with attention to detail and an ability to manage time which is essential as you support this team. In addition, the ability to handle numerous projects and a heavy workflow with a high level of accuracy as well as the professionalism to interface with high-profile Investors is necessary. Responsibilities will include complex domestic and international travel itineraries, maintaining schedules, organizing, and supporting LP meetings and conference set-up, managing CRM as well as disseminating LP communications, working on special projects, filing, scanning documents and other office duties as needed. The individual will have exposure to a diverse group of important external clients and visitors, as well as internal contacts throughout the Firm. This is a great opportunity to be an integral part of a collaborative team. Proficiency across the MS Office Suite is required.

Responsibilities and Duties

• Provide executive support to Managing Partner, Investor Relations & LP Services teams, including a variety of complex, confidential, and critical administrative and organizational tasks
• Screen incoming calls and determine the level of priority while using caution in dispensing information
• Coordinate complex domestic and international (coordinating necessary documentation for evolving COVID protocols, arrange air, hotel, and transportation logistics based on itinerary)
• Responsible for the coordination and logistics of both internal and external meetings, offsite conferences and external events; including catering and transport
• Supports investor events, annual meetings and other external meetings which will require off hour support as needed.
• Handle regular activities without prompting, and advise in advance with issues or delays
• Assist in editing spreadsheets, presentations, and documents
• Assist in the development and implementation of the Firms next generation of business intelligence tools, working across their CRM (Altvia) and several external data services
• Manage and track delivery of materials to Limited Partners and assist with uploading LP information to various databases, portals and platforms
• Initiate improvements and consistently drive optimal service
• Work closely with other internal cross-functional team(s) on ad-hoc projects and initiatives, as well as lead and coordinate in adhoc projects as requested
• Work cooperatively with the Firm's administrative team, in positive partnership to back up each other smoothly along with helping with shared office management responsibilities
• Assist with personal tasks on an as needed basis
  Requirements
  
  • The ideal candidate will be a self-starter who is flexible, curious, and has the ability to multitask and manage multiple projects independently with a sense of urgency
  • Demonstrates evidence of successful and creative efforts contributing to projects, problem-solving, efficiency and productivity
  • Approaches new challenges and high-pressure situations with a positive attitude and calm demeanor
  • 5+ years' experience as Executive Assistant or Senior Administrative Assistant
  • Experience at a hedge fund, a private equity firm, or financial services firm a plus but not necessary
  • Strong collaborative skills, analytical skills, & great attention to detail
  • Strong organizational, written, and verbal communication skills
  • High personal integrity, including the capacity to discretely handle highly confidential and sensitive information
  • Proficient in Outlook 365, MS Office (Word, PowerPoint and Excel)
  • Ability to pick up new processes and technology quickly
  • Experience operating Microsoft Teams and Zoom
  • Ability to thrive in an entrepreneurial, fast paced work environment with changing priorities
  • Ability to work positively with a variety of departments and personalities, develop relationships both within the firm as well as with external parties
  • Bachelor's degree, preferably in marketing, business, finance, or substantial experience in relevant sectors
  • Vaccination and boosters within the last six months for COVID-19.
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Keywords: Jobot, San Francisco , Executive Assistant, Other , San Francisco, California