Executive Assistant

4 days ago


San Francisco Bay Area, United States Savvy Search Solutions, LLC Full time

Are you a top-notch Executive Assistant that comes from the financial services industry and want to join a growing global private equity firm here on the Peninsula? Look no further, you couldn't ask for a better team. Will be supporting 3-5 high profile executives.



Responsibilities include:

EA Support (80%)

  • Heavy scheduling and high-volume, complex calendar management––manage constantly changing calendars to maximize the efficiency of your team
  • Coordinate extensive and complex travel arrangements (domestic and international) – including flights, hotels, meals, car service, international visas, itineraries, etc.
  • Prepare and submit expense reports in an accurate and timely manner
  • Thorough and strategic contact management for your team
  • Greet and seat visitors, set up/break down conference rooms for meetings, and ensure a positive experience for all office guests. Seeking an EA who is very polished and “client-facing”, as there will be significant online and in-person interaction with many C-Suite executives on behalf of the supported executives.


Perform various Office facilities duties (15%):

  • Help monitor and maintain inventory of necessary office supplies; order supplies as needed to keep basic supplies stocked, and to fulfill special requests from staff.
  • Help maintain responsibility for general office upkeep and “look and feel.” This includes keeping kitchen and supply areas stocked, clean, and functional.


Other Support (5%)

  • Provide event support and planning as needed, including retreats, meetings, and staff events. This includes logistical research and planning, day-of support, and invoice/billing management.
  • Support other functional areas and members of the organization’s leadership team with special projects as needed. May include projects in HR, Recruiting, Marketing, Development, Finance or Programs.
  • Prepare for their annual meetings which are typically held early in the year and alternate between the US (Bay Area office).
  • You will need to be prepared to work extra hours when the team is working on a specific deal


Requirements:

7+ years of EA experience supporting multiple executives


  • MUST HAVE GREAT JOB STABILITY
  • MUST COME FROM THE FINANCIAL SERVICES INDUSTRY, PREFERABLY FROM EITHER VENTURE CAPITAL, PRIVATE EQUITY, WEALTH MANAGEMENT OR INVESTMENT BANKING
  • Exceptional calendar management skills (using Outlook)
  • Experience booking and managing complex travel itineraries for multiple executives
  • Strong technical skills - advanced knowledge of Microsoft Outlook required; familiarity with Expensify expense reporting is ideal, but not mandatory
  • Must be strong with Excel and PowerPoint for presentations
  • Have the ability to multitask, prioritize tasks in a timely fashion with little-to-no supervision
  • Obsessively organized, efficient, and have superb attention to detail.
  • Possess outstanding communication and interpersonal skills, always acting poised, professional, articulate, and calm regardless of the situation
  • Strong problem solver - able to anticipate issues before they arise and proactively find/recommend solutions
  • Ability to learn quickly and maintain a high-performance level in a dynamic environment with shifting priorities
  • Team player able to interact seamlessly with co-workers
  • Mature, happy, confident, and professional demeanor
  • Self-motivated and resourceful
  • Trustworthy - handle highly confidential/sensitive matters with discretion and tact
  • Dependable and consistent
  • Thick-skinned, career-minded, and used to dealing with highly confidential information


Base salary $130-$160K (DOE) plus bonus with a very rich benefits package and great perks WFH 2 days a week.


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