Executive Assistant at Soho Start Up PE Firm

Our client, private equity startup, is searching for a rockstar Executive Assistant, who can seamlessly support four Executives. This role is multi-faceted and has the core admin responsibilities including calendar management, event planning and management, travel coordination and ad hoc projects. The successful candidate will also plan internal and external company events, client dinners and team building activities. This is a fun and engaging environment and the candidate must have an all-hands-on-deck/ roll-up-your-sleeves mentality.

The role is 100% in office and all employees must be fully vaccinated.

RESPONSIBILITIES

Flawlessly execute heavy Outlook calendaring across multiple teams in different time zones (e.g. color coordination, privacy settings, travel time estimates, detailed formatting with key information easily accessible via mobile phone)

Proactively coordinate all aspects of executive-level meetings (e.g. printing materials, executive-appropriate meal reservations, conference room and catering, flight tracking, etc.)

Detailed and accurate call-logging in SalesForce CRM for relationship tracking purposes

Book and manage all aspects of executive travel – arranging travel visas, private flights, international time zone considerations, ground transportation, translators, etc.

Complete monthly expense reports while noting any compliance related considerations (e.g. gifting, fund allocations, etc.)

Help with ad-hoc projects as needed

Daily calendar screens for potential conflicts and rescheduling calls on behalf of executives as necessary

Send gifts and thank you notes on behalf of executives after every meeting

Protect the privacy and wellbeing of assigned executives – represent them in a way that elevates the brand of the firm at all times

Clear and proactive communication with internal and external parties – daily recap summaries to team with completed and outstanding task status

Equip executives with everything they need for their day – resumes, pitch materials, directions to lunch, travel itineraries, etc. at their fingertips before they ask

Provide coverage for other members of Admin team, including Reception, as needed

REQUIREMENTS

2-5 years of Executive Assistant experience in financial services institutions or similar professional environments

Error-free CRM logging and contact management

Demonstrated knowledge of travel best practices; visas, airports, car services, etc.

Examples of preferred Outlook calendar formatting and organization

Monthly expense reports for multiple executives at an SEC regulated firm (Expensify, Concur, etc.)

Able to provide specific examples of how you’ve gone above and beyond for your executives and team members in past roles

SALARY

$80-90K DOE + discretionary bonus + 100% covered benefits, and other great perks

HOURS

8:30am-5:30pm

#IND1