Executive Assistant

Whitecap Search is seeking a highly organized and proactive Executive Assistant to support our executive team. The ideal candidate will be responsible for managing complex calendars, coordinating meetings and events, and handling travel logistics. This role requires excellent communication skills, attention to detail, and the ability to maintain confidentiality.

Job Function

• Handle planning logistics for domestic and international trips; provide detailed itineraries, agendas, directions, and backup materials.
• Prepare expense reports in a timely manner ensuring accuracy and submit in accordance with Firm policy.
• Manage and monitor executives' calendars and anticipate potential issues regarding calendar, meeting preparation, and executive needs.
• Schedule and coordinate meetings and executive events, inform attendees of dates and times, reserve meeting space, and ensure availability of appropriate equipment/materials.
• Coordinate hospitality services as needed.
• Liaise with portfolio organizations, investors, guests, and all personnel in a professional and courteous manner adhering to the company's culture and values statements.
• Act in a discreet and professional manner with others, maintaining sensitivity to the confidential nature of the Firm's business.
• Act as a team player, including taking on additional tasks to support colleagues and the Firm.

Job Requirements

• 3 years' experience supporting executives; college degree preferred but not required.
• Financial industry knowledge highly desirable.
• Excellent writing, editing, and verbal communication skills.
• Proficient computer skills using Microsoft Office Suite: Word, Excel, PowerPoint, and Outlook.
• Knowledge of Concur Expense Solutions a plus.
• Research savvy with extensive experience using online resources.
• Excellent diplomatic skills; skilled at developing and maintaining personal, social, and business relationships.
• Highly developed planning and organizational skills; able to anticipate change, adjust responses accordingly, and initiate steps to maximize resources toward a common objective.
• Superior time management skills; critical thinker with strong attention to detail.

Disclosure: The hourly rates and/or salaries listed may or may not reflect total compensation packages including bonus and fringe benefits, etc., nor are the advertisement(s) posted guarantee of certain compensation package for position or bona fide offer of employment. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, or protected veteran status and will not be discriminated against on the basis of disability.