Executive Assistant for Growing Financial Services Organization

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Job description

Executive Assistant Role with Growing Financial Services Organization

Newly founded leasing finance firm is seeking an experienced, proactive Executive Assistant ready to hit the ground running. The Executive Assistant must be self-motivated with solid follow-through and enjoy working within a small, entrepreneurial environment that is fast-paced and results-oriented.

The ideal candidate will have the ability to exercise sound judgment in various situations, with strong written and verbal communication, administrative, and organizational skills. It is essential to work under pressure and handle a wide variety of activities and confidential matters with discretion while maintaining a collegial demeanor. Experience with supporting senior level executives.

Responsibilities:

• Work closely with the COO on his Business Operations projects
• Oversee office policies and procedures
• Monitor and review internal processes
• New Hire onboarding
• Communicate with Executives about shifting company projects and priorities
• Assist with HR/recruiting
• Completes a wide variety of administrative tasks for 2 to 3 executives, including managing extremely active calendars; processing expense reports; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.
• Assist executives with personal items and embrace unexpected responsibilities or projects.
• Works closely and effectively with executives to keep them well informed of upcoming commitments and responsibilities, following up appropriately.
• Coordinate conference sponsorships, conference meeting setup and travel logistics.
• Travel and expense reimbursements and reconciliation.
• Schedule and coordinate meetings, calls, and video conferences with internal and external participants. Manage weekly internal company meeting and corresponding agenda/deliverables.
• Partner with current admin committee on event planning, all-hands meetings and general office management duties.

Qualifications:

• Minimum five years of progressively responsible experience as an administrative or executive assistant, culminating in at least one position supporting a C-level executive. Bachelor's Degree preferred.
• Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion.
• Very strong interpersonal skills and desire to work as a member of a small team. Ability to build relationships with stakeholders, including staff, senior management, and external partners.
• Adaptable and diplomatic with the ability to read each situation and executive. Comfortable managing up and taking initiative.
• Proven ability to handle confidential information with discretion, be flexible and adaptable to various competing demands, and demonstrate the highest level of customer/client service and response.
• Poised with a positive and confident presence.
• Adept at working effectively in a global environment and across cultural boundaries
• Grace under pressure and the ability to switch gears at a moment's notice.
• Ability to handle administrative details independently while exercising sound judgment in keeping team members adequately informed.
• Strong technical competency, specifically with Microsoft Office Suite. Actively investigates relevant technology and builds the skills to use it.

Compensation:

• $100-$120k plus bonus and exceptional benefits