Executive Administrative Assistant

Position Description

Position Title:  Executive Assistant to a Leading private equity investment firm.    The Executive Assistant candidate will be responsible for providing a high level of quality support to senior level professionals in a fast paced environment.

Human Relations:  Must be able to work collaboratively and effectively with all levels of personnel including internal senior management, administrative staff and external strategic business partner contacts.  Must be a team player as well as work for multiple people.

Essential Job Functions:

       Typical EA duties, calendar, travel (most domestic and sometimes private jets), gate keeping

        Must have very professional presence and a firm grasp of grammar/spelling/proofing

       Anticipation of things before they happen and the ability to be proactive.  Not waiting to be told what to do but rather doing it and telling people what is next.  Will be given an iPhone for those after hour emails and items to take care of…not a lot of OT

       May need to be available at certain periods during the year (i.e., associate recruiting process, various firm events). 

       Must be able to work collaboratively and effectively with all levels of personnel including internal senior management, administrative staff and external strategic business partner contacts

       Provide proactive support for individuals they support to determine needs.

       Coordinate extensive travel schedules, conference calls and meetings

       Arrange conference rooms and catering for meetings, updating calendars with conference rooms and phone numbers utilizing outlook

       Prepare correspondence, memos, spreadsheets and presentations utilizing MS Word, MS Excel and MS PowerPoint

       Complete and track expense reports

       Perform administrative and related duties that are broad, varied and often confidential

       Open and separate mail accordingly

       Confirm meetings/calls for the following day

       Send packages via FedEx and messenger

       General filing

       Copying, scanning and faxing

       Setting up of deal files

Other Job Duties:

       General administrative office duties such as backing up other EA’s etc.

Education/Experience Requirements:

       A minimum of 4 years executive administrative experience supporting higher level  management

       Superior organizational skills, ability to prioritize and strong attention to detail

       Articulate, proactive and able to effectively multi-task

       High level of professionalism with strong verbal and written communication skills

       Proficient in Outlook, MS Word, Excel and PowerPoint.  Ideally have experience with Concur expense management and Salesforce software programs.

       Positive disposition, a high degree of judgment, initiative and discretion

       Willingness to take on new tasks and be self-motivated