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Executive Assistant, Menlo Park, CA (On-site)

Executive Assistant, Menlo Park, CA (On-site)

A global financial firm with a compelling vision, strong leadership, and a commitment to innovation and excellence is hiring an Executive Assistant to join the company and support the Investment team. The company fosters a positive and inclusive workplace culture, values its employees, and promotes professional development. The position requires utilizing robust organizational and technical skills to support the team actively and harmoniously. Key responsibilities encompass calendar management, intricate travel planning, document/data organization, and project coordination.

Responsibilities

  • Proficiently handle extensive calendar management and logistical coordination, navigating global time zones.
  • Expertly organize domestic and international travel, including hotel arrangements, ground transportation, restaurant reservations, and other travel-related logistics.
  • Prepare accurate expense reports for reimbursement, ensuring compliance with company policies.
  • Collaborate with internal/external assistants to coordinate meetings/travel plans, ensuring seamless continuity.
  • Provide administrative support throughout the investment management process, including data entry, obtaining signatures, and facilitating communication within the investment team.
  • Manage data and activities in the CRM platform, ensuring accuracy and completeness.
  • Proactively gather relevant meeting and conference materials, demonstrating anticipation and preparedness.
  • Generate client-sensitive correspondence, meticulously proofreading and formatting presentations/documents per company guidelines before distribution.
  • Handle file management for investment team members, as well as daily mail distribution.
  • Prioritize and manage various forms of correspondence, including phone calls and emails, relaying messages with appropriate follow-up as needed.
  • Welcome and assist clients/visitors in line with the firm’s expectations.
  • Provide backup support to other administrative professionals when required.
  • Perform general office support functions as requested by the team/firm.
  • Display a proactive attitude in identifying new opportunities to support the office and team members, willingly taking on additional projects as requested.

Ideal Experience

  • 5+ years of experience providing administrative support to a team; experience working in investment management or financial services environment is ideal.
  • Proven track record thriving in a dynamic work environment, adept at handling various responsibilities such as calendar management, meeting coordination, and organizing extensive domestic and international travel.
  • Demonstrated qualities of a collaborative team player, an independent thinker, and a proactive self-starter capable of working both independently and collaboratively.
  • Eagerness to grasp the intricacies of assignments, coupled with a commitment to acquiring industry knowledge through hands-on experience in the workplace.
  • Possesses a professional demeanor, excelling in customer service with effective communication skills.
  • Values confidentiality and approaches all matters with a mature and discreet mindset.
  • Proficient in time management, displaying the ability to multitask, meet deadlines, and prioritize effectively.
  • Technically skilled in Office 365 and equipped with prior experience in database management.

#117548

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