Executive Assistant - Floater

Executive Assistant – Floater

Our client, a leading global investment firm company, is looking for an Executive Assistant – Floater for their Menlo Park, CA location.

Responsibilities:

• Planning
• Handle planning logistics for domestic and international travel; provide detailed itineraries, agendas, directions, and backup materials; prepare expense reports in timely manner ensuring accuracy and submit in accordance with firm policy
• Manage and monitor executives' calendars and anticipate where problems might arise regarding calendar, meeting preparation, needs of executives involved, requests for meetings and telephone calls; communicate potential and/or confirmed changes to involved parties immediately
• Schedule and coordinate meetings and executive events, inform attendees of dates and time, reserve meeting space, ensure the appropriate equipment/materials are available, coordinate hospitality services as needed
• Liaison and Teamwork
• Liaise with portfolio organizations, investors, guests, and all client personnel in professional and courteous manner adhering to client culture and values statements
• Act in discreet and professional manner with others; sensitivity to the confidential nature of the firm's business and consistently uphold such confidences, using this information only in the course of performing your job for client
• Act as a team player, including taking on additional tasks to support colleagues and the firm and offering to help before being asked

Requirements:

• Ability to manage highly sensitive, confidential information with complete discretion
• Ability to manage a high volume of work, multi-tasking and prioritizing tasks and projects according to what is most time-sensitive
• Excellent written communication and research skills
• Extensive experience managing complex and fluid calendars
• Excellent organizational skills to support the productivity of the whole team (i.e. filing systems, trackers, contacts)
• Critical thinker; excellent judgment; proactive and able to anticipate executive's needs
• Team player capable of working with internal and external stakeholders in a way that reflects the firm's core values and principles (high integrity, apolitical, non-arrogant, commitment to excellence, treating others with respect)
• Education
• Four plus years' experience as an executive assistant; college degree preferred
• Financial industry knowledge highly desirable

Why should you apply?

• Health benefits
• Referral program
• Excellent growth and advancement opportunities