Executive Assistant

6 days ago

Beverly Hills, United States Mozaic, LLC Full time

THE POSITION 


Mozaic, LLC ( is a small, independent, privately-owned investment management firm located in Beverly Hills with nearly $4 billion in assets. Our clients are ultra-high net worth individuals, foundations, and corporations.


The Executive Assistant is responsible for providing support on both business and personal matters to the Chief Executive Officer and Chief Investment Officer while managing the company’s office and human resources needs.


The position requires the following skills and attributes:


·            A four-year college degree from a reputable college or university.


·            Impeccable organization and project management skills, and the ability to maintain and constantly update a highly detailed project list.


·            Energetic and excited about working, because, after all, this is a job.


·            Works with focus and purpose, at a fast pace and without distractions. Our workflow here moves very quickly sometimes, and we do not have time to wait for laggards.


·            Able to meet agreed upon deadlines, and work under deadline pressures from time to time.


·            Exceptional communication skills, both written and oral, including great spelling and proofreading skills.


·            Able to take detailed notes and follow specific directions.


·            Able to follow and repeat established company processes, even if they recur at irregular intervals (i.e. not forgetting how to do things in between occurrences).


·            Able to consistently arrive at work on time and work a full day, even when unsupervised.


·            Impeccable attention to detail in spelling and math.


·            Excellent memory and does not need constant reminding about prior training.


·            Advanced proficiency with Microsoft Outlook calendar, contacts, and mail, and with Microsoft Excel, PowerPoint, and Word.


·            Executive calendar management, including advance calendar planning, blocking times, and helping executives think through what makes sense in planning a workday.


·            Able to schedule meetings, invite the right attendees, work nicely with attendees’ various assistants, place meetings on the proper attendees’ calendars in the right format, and reconfirm all meetings the day beforehand.


·            Able to schedule lunch and dinner reservations in the names of the people hosting the meal rather than in the assistant’s own name.


·            Able to learn how to work the company document scanner and file scanned documents in the proper locations on the company server.


·            Critical and logical thinking that the CEO and CIO will trust.


·            Able to think ahead rather than needing to be told what to do each step of the way.


·            Able to perform research directed by CEO and CIO, something beyond simply typing a search into Google and printing the page and considering the work finished.


·            Able to manage a budget and control company expenses, including being able to remember which credit card to use for each type of expense or when a check is needed.


·            Work with office vendors (copier, printers, fax machine, coffee machine, etc.) and make sure that we are getting the best prices.


·            Able to manage accounts payable, prepare expense reports, and process invoice approvals while following company guidelines.


·            Able to manage office inventory and ordering needs without expensive fire drills happening because critical supplies ran out right before a client meeting.


·            Able to confidently send packages through FedEx, UPS, USPS, and DHL without supervision and mishaps, including typing in the right addresses for deliveries and understanding topics like international customs, etc.


·            Experience with shopping for and booking travel efficiently, cost-effectively, and accurately, ensuring that traveler names, birthdates, and known traveler numbers are entered into travel bookings correctly, entering the proper travel information into employee calendars, and scheduling car services with appropriate pick-up and drop-off times.


·            Company and personal event planning and organization, including remembering all important details to make the event a success.


·            Human resource administration skills (paperwork, monitoring sick and vacation time, etc.)


·            Problem-solving skills.


·            Able to navigate confidently and logically through unstructured problem-solving situations.


·            Able to work with technology confidently, learn new technologies with a minimum of supervision and training and mistakes, learn how to work and program our Zoom phone system so that we can maximize its features.


·            Serve as liaison with our fully outsourced Technology firm when necessary for troubleshooting, etc.


·            Answer the main phone line, screen calls, respond to inquiries, refer calls to the appropriate person or department, take and deliver messages on a timely basis.


·            Able to maintain professionalism and confidentiality.


·            Even-tempered, not volatile or emotional, able to resolve conflicts in a positive manner that doesn’t alienate our clients or their assistants.


·            Go-getter, acts like this is a career for them, not just a job (even if candidate has longer-term job aspirations)


·            Fun to be around, but not to the point of not getting their work done.


·            Able to accept feedback and try to improve.


Start date T.B.D.


If qualified for and interested in this position, please send your resume and cover letter to: christopher_zyda@yahoo.com. Applicants who respond directly through LinkedIn will fall through the cracks and most likely will not be considered.

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