Executive Assistant

2 weeks ago

Newport Beach, United States BKM Capital Partners Full time

Executive Assistant

BKM Capital Partners is a growing firm and we are looking for hardworking professionals that want to grow with us. Located in our Newport Beach, California office, the Executive Assistant reports directly the Associate Director, Office & HR Administration and will support the CEO on all business and personal matters as needed. This position is one of the most important roles for the growth of the firm.

The Executive Assistant must be creative and enjoy working within a small, entrepreneurial environment that is mission-driven, results-driven and detail oriented. The ideal individual can exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The Executive Assistant will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.

The position is required to work in-office 5-days a week.

The Job Essentials:

This person's key responsibility will be as follows:

* Completes a broad variety of administrative tasks for the CEO including: managing an extremely active calendar of appointments; overseeing completion of expense reports; arranging complex and detailed travel plans, itineraries, and agendas; and compiling marketing documents for travel-related meetings.
* Plans, coordinates and ensures the CEO's schedule is followed and respected. Provides "gatekeeper" and "gateway" role, creating win-win situations for direct access to the CEO's time and office.
* Communicates directly, and on behalf of the CEO, with Board members, investors, prospective investors, management team and staff, and others, on matters related to CEO's initiatives.
* Manages CEO inbox and respond as a ghost writer on scheduling items or those you could help keep a process moving.
* Researches, prioritizes, and follows up on incoming issues and concerns addressed to the CEO, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
* Works closely and effectively with the CEO to keep him well-informed of upcoming commitments and responsibilities, following up appropriately.
* Ensures CEO and Leadership who have all day meetings have lunch if needed as schedules may not allow such breaks.
* Drafts letters, email correspondence, and other tasks that facilitate the CEO's ability to effectively lead the company.
* Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
* Prioritizes conflicting needs; handles matter, expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
* Joins the CEO for internal meetings (as appropriate / requested), takes copious notes/minutes, drives effective follow up, including correspondence and next steps.
* Ensures CEO is prepared for daily meeting schedule with appropriate materials and ensures internal meeting attendees are prepared with materials promised for the meeting so that we respect everyone's time and schedules.
* Set up the CEO to have an organized office / file system with a transition to move to electronic filing system.
* Assists investors and BKM executives with coordinating travel arrangements and lodging, as needed.
* Provide administrative support as needed with overnight shipments, labels and back-up to Receptionist with answering telephones.
* Assist with planning and coordinating company events or meetings.

Competencies

* Excellent written and verbal communication skills.
* Self confidence and the ability to interrupt meetings and keep CEO on schedule.
* Demonstrates proactive approaches to problem-solving with strong decision-making capability.
* High EQ with the ability to form relationships within the company to create better results on deliverables.
* Highly resourceful team-player, with the ability to also be extremely effective independently.
* Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response.
* Exceptional collaborator and influencer - ability to engage with multiple stakeholders (CEO, Directors, staff, vendors) and quickly build relationships needed to accomplish goals and objectives.
* Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment.
* Creative and forward-looking thinker, who actively seeks opportunities and proposes solutions.
* Develop a deep understanding of our business to determine where and how we have opportunities for improvement.

The Qualifiers:

* Bachelor's degree strongly preferred
* Strong work tenure: Five to ten years of experience supporting C-Level Executives, preferably in a commercial real estate industries
* Intermediate knowledge of Adobe Creative Suite (InDesign, Illustrator, Photoshop, Acrobat Pro)
* Working knowledge of MS Office (Word, Excel, PowerPoint)
* Master efficiency in Microsoft Outlook calendaring

The Perks:

* Competitive Pay
* Medical, Dental, Vision and Life Insurance
* Paid Time Off
* 401k Plan
* Professional Development Resources
* Fun Work Vibe (Indoor basketball/gym, creative office environment, team-building events, company training opportunities, and much more)

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