Executive Assistant

The role of Executive / Personal Assistant to the Managing Partner aka General Agent (GA) plays a key role in ensuring the GA is provided with what they need in order to perform at their maximum level.

Duties Include :

• Arranges all scheduling for the GA to include meetings with recruits, other leadership, and personal engagements, etc.
• Arranges all travel for GA business and personal
• Makes sure GA reviews and responds to all emails, correspondence, and phone messages
• Provides preparation of documents and / or knowledge for all the GA’s meetings, appointments, training sessions, travel and personal commitments
• Run business and personal errands for the GA (ex : pick up dry cleaning, get coffee, drive GA to airport)
• Coordinates various sizes of events by tracking expenses, coordinating orders, confirming attendance, assisting with setting up and tear down
• Keeps the GA organized and on schedule regarding business and personal matters
• Answers and transfers phone calls, screening when necessary
• Maintains filing systems as assigned
• Retrieves information as requested from records, email, minutes, and other related documents; prepares written summaries of data when needed
• Responds to and resolves administrative inquiries and questions
• Reviews and complies with all incoming / outgoing mail and fax correspondence according to compliance guidelines
• Maintains a system for recording expenses
• Managing optics as an extension of the GA
• Any other tasks assigned by GA

Requirements & Skills :

• Able to anticipate needs and challenges
• Able to use discretion and understands confidentiality
• Demonstrated intelligence in exercising judgement and decision making
• Strong organizational and prioritization, and time management skills to meet tight deadlines
• Keen attention to detail and good record-keeping
• Adaptability, teamwork, and problem-solving skills
• Excellent verbal and written communication skills
• Ability to maintain confidential and sensitive files, information, and reports
• Exceptional skills in Microsoft Office including Outlook, Excel, Word, and PowerPoint
• Financial services and / or experience in competitive work environments preferred
• Ability to multitask and exceptional time management skills
• High degree of integrity in handling cash, monetary transactions, and fiduciary responsibilities
• The passion to want to learn and grow with a company
• Experience as a personal and / or executive assistant
• Honest and reliable with a good attitude
• Ability to coordinate and set appointments for multiple calendars
• Shopping or running errands when necessary
• Maintain composure when emergencies arise with adequate problem-solving skills
• Business professional attire
• Dog friendly
• Reliable transportation and valid driver’s license
• Available to work in person Monday Friday 8am to 5pm
• Ability to lift at least 20 pounds

Salary Range and Benefits :

• $55,000 - $75,000 annual depending on experience
• Medical, dental, vision, and life insurance
• Short-term and long-term disability
• 401k 5% match
26 days ago