Executive Assistant

The Executive Assistant plays a vital role in enhancing the investment team's productivity. This dynamic position goes beyond traditional administrative support, requiring a proactive approach to thinking, planning, and execution. Each Executive Assistant is entrusted with dedicated partner support, cross-functional responsibilities, and collaborative teamwork to ensure seamless operations across the firm. As an integral member of the team, this role is essential in helping to drive investment excellence and support our portfolio companies effectively.

Responsibilities

• Be an integral member of the team; aid your peers; pitch in to help colleagues whenever possible or necessary.
• Coordinate and manage all meetings and call logistics with a high level of accuracy and foresight, ensuring seamless execution for both internal and external participants.
• Carefully account for all scheduling details, including travel time between meetings, time zone differences, and the avoidance of overlapping commitments or back-to-back dial-ins.
• Take full ownership of meeting execution, ensure calls and meetings begin on time, attendees are present and prepared, and any delays or issues are communicated immediately to all parties involved.
• Cover phone calls for the team; serve as back-up call coverage as necessary for executives and teams.
• Set up meetings at the teams request and maintain efficient communications internally and externally.
• Foster relationships between leadership and all external constituencies by serving as a liaison between the two.
• Enter and maintain accurate relationship data in Salesforce upon request, ensuring meetings, introductions, and follow-ups are logged and categorized appropriately; proactively request clarification when needed
• Proactively maintain and monitor calendars to ensure efficient use of time, preparedness for meetings, and appropriate follow-up with key relationships.
• Provide personal assistant support, including coordination of appointments, reservations, travel, and personal logistics, with discretion and attention to detail.
• Set up all logistics for events, including materials preparation and shipping, room and A/V set-up, dress code verification, facility rental, and ordering food.
• Coordinate travel (airfare, hotel, car rental) in advance to ensure cost efficiencies; be prepared with a backup plan should issues arise. Ensure all information is updated in the teams calendar.
• Provide personal travel support for designated leaders as needed, including coordination of vacations and family travel logistics, with complete confidentiality and attention to detail.
• Proactively collect and reconcile expense documentation immediately following business travel and meetings, ensuring reports are submitted well before the firms 60-day deadline to remain compliant and avoid delays.
• Ensure all expenses are properly categorized, compliant with firm policy, and supported with appropriate receipts and documentation.

Ideal Experience

• Four-year college degree required.
• 3-5 years of experience as an executive administrative assistant.
• Professional demeanor with refined interpersonal skills and a strong service orientation.
• Must be highly literate in MS Word, Excel, Outlook, and Concur.
• Ability to maintain composure and professionalism in a fast-paced, high-output, ambitious culture.
• Outstanding organizational skills to ensure the timely execution of responsibilities.
• Ability to seamlessly manage multiple tasks with potentially shifting priorities.
• Strong written and verbal communication skills, with a focus on proofreading.
• Highest level of integrity.

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The Larko Group is a women-owned, premier staffing and recruiting firm based in Chicago with a nationwide reach. We specialize in Direct Hire, Temp-to-Hire, and Temporary/Project placements across a wide range of roles, including Executive Assistants, Administrative Assistants, Personal Assistants, Chief of Staff, Office Managers, Receptionists, General Office, Event Support, Project Management, and Customer Service.