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Senior Executive Coordinator

2 months ago

Burbank, California, United States WhiteCap Search Full time

About the Role
WhiteCap Search is collaborating with a distinguished asset management firm specializing in insurance and structured credit. We are in search of a Senior Executive Coordinator to deliver comprehensive support to the executive leadership team.

Company Overview
This firm operates with a dedicated team of thirty professionals in their New York City office. The selected candidate will work alongside a Senior Executive Assistant who provides support to the CEO.

Key Responsibilities
As a Senior Executive Coordinator, your duties will include:

  • Facilitating executive communications, which encompasses managing calls, responding to emails, and liaising with investors and board members.
  • Overseeing multiple calendars, contacts, and tasks, while coordinating and scheduling meetings both on-site and off-site, often across various time zones.
  • Executing general administrative tasks such as preparing correspondence, organizing files, entering data, maintaining contact lists, processing documents, and preparing materials for meetings.
  • Arranging travel logistics, including ground and air transportation, hotel accommodations, and meals.
  • Managing expense reports and preparing internal and external documentation.
  • Facilitating virtual meetings using platforms like Zoom.
  • Exercising discretion and confidentiality in handling matters related to C-level executives.
  • Maintaining corporate documents and developing meeting agendas while following up on action items.
  • Thriving in a fast-paced environment and performing additional tasks as assigned by executives.
  • Providing coverage for fellow administrative team members during their absence.
  • Coordinating client meetings and arranging office events such as team outings, lunches, dinners, charity events, and holiday celebrations.
  • Completing ad hoc projects as needed.

Qualifications
The ideal candidate will possess:

  • A minimum of 5 years of professional experience, with at least 3 years as an Executive Assistant directly supporting senior management, preferably the CEO.
  • Proficiency in Microsoft Office, particularly Outlook, and the ability to quickly adapt to company-specific software, including expense management tools.
  • Strong organizational, project management, and problem-solving skills, along with exceptional multi-tasking abilities.
  • A collaborative spirit and enjoyment of teamwork.
  • Outstanding interpersonal skills and a friendly, professional demeanor with a positive attitude.
  • A college degree is preferred.

We invite qualified candidates to consider this opportunity to join a dynamic team in a pivotal role.