Executive Assistant

Executive AssistantReporting directly to the executive management, the Executive Assistant provides executive support in a one-on-one working relationship. The Executive Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Office of the CEO.The Executive Assistant also serves as a liaison to the board of directors and senior management teams; organizes and coordinates executive outreach and external relations efforts; and oversees special projects. The Executive Assistant must be creative and enjoy working within a small, entrepreneurial environment that is mission-driven, results-driven and community oriented.The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The Executive Assistant will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.Roles and ResponsibilitiesExecutive SupportCompletes a broad variety of administrative tasks for the executive management including: managing an extremely active calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.Plans, coordinates and ensures the executives' schedules are followed and respected. Provides "gatekeeper" and "gateway" role, creating win-win situations for direct access to the CEO's time and office.Communicates directly, and on behalf of the executive management, with Board members, staff and investors, and others.Researches, prioritizes, and follows up on incoming issues and concerns addressed to the executive management, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.Provides a bridge for smooth communication between the CEO's office and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff.Works closely and effectively with the executive management to keep them well informed of upcoming commitments and responsibilities, following up appropriately.Provides leadership to build relationships crucial to the success of the organization, and manages a variety of special projects for the executive management.Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the executive management's ability to effectively lead the company.Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.Board Support and LiaisonServes as the CEO's administrative liaison to all boards related to companyAssists board members with travel arrangements, lodging, and meal planning as neededMaintains discretion and confidentiality in relationships with all board membersAdhere to compliance with applicable rules and regulations set in bylaws regarding board and board committee matters, including advance distribution of materials before meetings in electronic/paper format.Senior Management LiaisonParticipates as an adjunct member of the executive team including assisting in scheduling meetings and attending all meetingsAssists in coordinating the agenda of senior management team meetings and off-sites, and all staff meetingsFacilitates cross-divisional coordination of travel and outreach plansCommunications, Partnerships, and OutreachQualificationsStrong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detailVery strong interpersonal skillsExpert level written and verbal communication skillsDemonstrated proactive approaches to problem-solving with strong decision-making capabilityHighly resourceful team-player, with the ability to also be extremely effective independentlyDemonstrated ability to achieve high performance goals and meet deadlines in a fast paced environmentForward-looking thinker, who actively seeks opportunities and proposes solutionsEducation and Experience RequirementsBachelor's degree requiredStrong work tenure: five to 10 years of experience supporting C-Level Executives, preferably in an investment or financial firmExperience and interest in internal and external communications, partnership development, and relationship buildingProficient in Microsoft Office (Outlook, Word, Excel, and Power Point), and Adobe Acrobat The Interface Financial Group