Executive Assistant

A Global Investment Bank is seeking a polished Executive Assistant to join their team on a temp to perm basis! In this role, you will support two MDs, three EDs, a VP, and two Associates. You will take a thoughtful approach to complex scheduling, project management, and communication management. Your expert ability to stay on task coupled with your commitment to the highest level of service will help you succeed in this role supporting these high-achieving executives. 

 

Please note this role will start off remote and transition to on-site once the office re-opens.

 

Responsibilities:

• Oversee executives’ extensive calendars; coordinate seamlessly between internal teams, clientele, and personal associates
• Keep the exec team organized by circulating meeting agendas, facilitating meetings, and sending and checking on post-meeting follow-ups
• Take charge of expense reporting and invoice approval
• Help define new operational strategies to make the exec team more efficient
• Arrange complex and detailed travels plans, itineraries, and trip agendas
• Serve as gatekeeper for phone and email inboxes; answer questions and facilitate correspondence with clients
• Maintain internal files and confidential documents
• Perform general administrative duties and ad-hoc projects as needed

 

Qualifications:

• 5+ years of experience supporting multiple C-level executives; finance or legal/professional services experience highly preferred  
• Previous experience with calendar management and scheduling
• Highly professional, yet warm and friendly demeanor
• Extremely attentive to detail
• Well organized, proactive, and resourceful
• Excellent at time-management, meeting minutes, and meeting logistics
• Ability to remain calm under pressure and prioritize workload efficiently
• Collaborative and team oriented
• Highly familiar with Outlook

 

You can use www.workgrades.com to collect and manage your references for free and share them with us or anyone else you choose. Candidates with references are always preferred by our clients. Now is the most important time to stand out from the crowd. We suggest that you ensure you have updated your LinkedIn profile and that you start collecting your references early. 

  

We will consider qualified candidates with criminal histories in a manner consistent with the requirements of the San Francisco Fair Chance Ordinance.