Executive Assistant, Investments

RESPONSIBILITIES:

• Manage executive calendars including but not limited to; planning and scheduling meetings, conference calls, accepting and/or declining and/or rescheduling meetings for executives and sending out meeting requests on their behalf.  Handle scheduling of business appointments.
• Create and maintain vCard database.
• Answer and screen incoming calls, take messages, send electronic messages and/or transfer priority calls to cell or personal phone, tracking and/or logging calls.  
• Make and/or coordinate travel arrangements including but not limited to; arrangements related to booking commercial flights, hotels, ground transportation and updating itineraries for both domestic and international travel as required.  Coordinating itineraries with others.  
• Prepare and edit correspondence and communications.  
• Mange the coordination of meetings including technology and refreshment set-up, preparation of meeting materials (e.g. agenda and presentation), and recording meeting minutes. 
• Coordinate outgoing mail including but not limited to addressing, metering, and certified or registered mail, overnight delivery and intra-company.
• Set-up and maintain departmental and/or management files according to established criteria.
• Event planning responsibilities including but not limited to; planning corporate events, booking related travel,  
• Prepare and process expense reports. Reconcile charges to Corporate and/or business credit card(s) and review, code, and process invoices related to departmental expenses including but not limited to:  setting up vendors, ensuring appropriate insurance coverage is obtained and submitted, and tracking payments to ensure timely payments.
• Maintains a high level of confidentiality with sensitive information.
• Act as back-up to the other administrative staff as needed.
• Performs other duties, including special projects, as assigned.

EDUCATION/EXPERIENCE REQUIREMENTS: (including certification, licenses, etc.)

• Bachelor’s degree and/or related experience 
• 3 years’ experience providing Executive Assistant support for senior executives in a fast-paced corporate environment.
• Proficient with Microsoft Office including Outlook, Word, Excel, PowerPoint required.
• Experience with video conferencing software is preferred.
• Experience with accounts payable software such as Yardi desirable.
• Experience with office equipment such as printers, copiers, scanners, mail metering machines.

ABOUT YOU:

• Strong attention to detail, organization, and ability to independently troubleshoot unforeseen logistical issues.
• Demonstrated ability to effectively prioritize, plan, and execute Executive Assistant responsibilities in an organized and timely manner.
• Responsiveness to requests and demonstrated ownership in completing essential tasks and assignments in a timely manner.
• Professional, pleasant attitude and demeanor that positively reflects on the individual as a representative of their executives and/or the organization they represent.
• Ability to effectively interact and communicate with all levels within the organization, external groups, and boards of directors.
• Ability to interpret documents such as contracts, agreements, documents, reports, and procedure manuals.
• Ability to respond effectively to the most sensitive inquiries or complaints.
• Ability to complete responsibilities and projects with minimal direction/supervision.
• Ability to define problems, collect data, establish facts and draw valid conclusions.