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Executive Assistant

2 months ago

MagstattleBas, Grand Est, United States Bridgepoint Investment Banking Full time
About Bridgepoint Investment Banking

We are a next-generation investment banking firm focused on delivering exceptional results for family and founder-owned businesses. Our team is passionate about creating a dynamic and fun work environment while maintaining a strong commitment to integrity and core values.

Job Summary

We are seeking an experienced Administrative Assistant to join our high-performing team. The ideal candidate will be responsible for owning the calendars and travel of our originators, maintaining a welcoming office environment, and providing exceptional support to our team.

Key Responsibilities
  • Problem-Solving Prodigy: Identify potential issues before they arise and propose effective solutions.
  • Independence Expert: Work autonomously to prioritize and manage tasks efficiently, demonstrating a high level of self-motivation and taking initiative to address challenges and opportunities as they arise.
  • Master of Details: Execute tasks with precision, paying meticulous attention to details, from managing calendars to coordinating meetings to setting the originators up for success in their meetings.
  • Speed Maestro: Navigate through tasks swiftly and effectively, adapting to a fast-paced work environment by demonstrating agility in handling multiple responsibilities without compromising quality.
  • Technical Communication Champion: Facilitate effective communication between the originators and clients, ensuring information flows seamlessly, responding promptly to emails, inquiries, and requests, and demonstrating a keen awareness of the importance of timely and accurate information.
  • Travel & Schedule Coordination Expert: Oversee all aspects of travel arrangements, including booking flights, accommodations, assistance with venue selection, managing itineraries, and handling last-minute changes for the originators, anticipating and addressing travel-related issues, and ensuring seamless transitions between meetings and maintaining alignment with company travel policies.
  • Office Operations Specialist: Ensure the office runs smoothly by managing conference room bookings, maintaining a well-organized workspace, and overseeing supply inventory, paying attention to detail in greeting visitors, answering the main line, handling inquiries, and coordinating logistics to support a productive and welcoming office environment.
  • Engagement Specialist: Prepare correspondence with sophisticated communication, embodying professionalism, credibility, and engagement to every interaction, serving as the first point of contact for in-office visitors, internal and external clients, and event guests, and maintaining a welcoming demeanor.
Requirements
  • 3+ years of experience as an Administrative Assistant
  • Proficiency in Microsoft Office (Outlook, Word, Excel, Teams, OneNote, and PowerPoint), along with the natural ability to quickly grasp and master new software
  • Experience in exercising sensibility, discretion, and diplomacy in handling all matters, information, and relationships, including confidential or sensitive information
  • Exceptional organizational and time-management skills
  • Demonstrated ability to work independently and under tight deadlines
  • Detail-oriented mindset with a commitment to precision
  • Ability to live in confidence, manage up, keep others on task, give honest feedback, and push back when it is in their best interests
  • Positive, can-do attitude, and a sense of humor, with the ability to bounce back quickly from setbacks and pitch in without hesitation to help the team reach its goals
Work Environment
  • Typical work week: 50 hours
  • Omaha office: Monday - Friday, 8a-5p
  • Potential to work from home (most Fridays are work from home days)
  • Ability to provide support for urgent situations outside of normal business hours (i.e., travel cancellations, changes in meetings, less than 15% of the time)
  • While this is largely a sedentary role, it occasionally requires lifting computer equipment, office supplies, and assisting with event setup, with the ability to lift up to 30 pounds
  • Capability to work in front of a computer screen and/or typing for the majority of a typical working day
  • Dress code: Polished Business Professional