Executive Assistant - Floater

Executive Assistant (Floater)

DPP is seeking an Executive Assistant (Floater) for an opportunity with our client, a leading global investment firm. Location: Onsite in San Francisco, CA Duration: 6 months Term: W2 position Position overview:

Responsible for providing back-up support to various teams in the San Francisco office which will require being familiar with each Assistant's workload to provide appropriate coverage. During back-up coverage, assist executives with a wide range of administrative and executive support-related tasks in a timely manner with high performance and accuracy. Potentially provide EA support to junior executives. Translate requests and requirements into achievable goals and manage the process through which these objectives are met.

Duties

• Communication and Information Management
• Review incoming mail and/or email, prioritize and summarize content, and process replies on own initiative or from Executives' notes and directives
• Compose, draft, proof, edit, and finalize correspondence including e-mail and other documents

• 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 Firm personnel in professional and courteous manner adhering to the Firm's 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 the Firm
• Act as a team player, including taking on additional tasks to support colleagues and the Firm and offering to help before being asked

Required Knowledge, Skills, and Abilities

• 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/Equivalency

• 4+ years of experience as an Executive Assistant; college degree preferred
• Financial industry knowledge highly desirable