Executive Assistant

We are seeking a highly analytical and detail-oriented Executive Assistant to support our clients growing team! Our passion is to provide cross-functional leadership to drive successful merger and acquisition integration and portfolio company on-boarding.

We are looking for team players who want to be challenged and grow with us. As an Executive Assistant, you have a key stewardship and facilitation role in the organization; acting as a primary support to the Founder and Managing Partner. You will help manage administrative workload and complexities, so the Managing Partner can focus on y, and time so they can better focus on overall growth and strategic initiatives. As a key member of the Team, this person will develop strong relationships across the organization. You will provide a best-in-class experience to all partners internally and externally working closely with the Managing Partner to anticipate, drive and, where appropriate, create efficiency that meets the strategic and tactical needs of the team. You will be an avid problem-solver with crisp communication and astute attention to detail.

This is for a fixed night shift, preferably on-site set-up.

Essential Roles And Responsibilities

• Executive Assistant to the Managing Partner
• Virtually, work closely and effectively on a broad variety of administrative tasks
• Accurately inform of upcoming commitments and responsibilities, ensuring appropriate follow-up actions are taken and respecting confidential matters.
• Provide sophisticated calendar management, prioritizing inquiries and requests while
  
  

troubleshooting conflicts and making judgments and recommendations to ensure smooth day-to-day engagements.

• Manage calendar, scheduling, and setting up business meetings, managing timesheet submission, arranging travel, and creating itineraries.
• Prepare expense reports.
• Manage a variety of special projects, some of which may have organizational impact.
• Prepare daily end of day report in shared Excel file (accomplishments for day; planned for next day; running action item list, issues / challenges; needs, wants or suggestions)
• Administrative Assistant to the Managing Partner
• Partner with team members to strategically execute CEO internal and external engagements, with the goal of optimizing time and relationships with key stakeholders.
• Arrange and handle planning for leadership, company-wide, and client meetings/retreats such as planning events, managing facility
• Assist in the planning and execution of small and large-scale events.
• Coordination, scheduling meetings, and helping prepare presentation content.
• Prepare and review reports and other documents while taking care to ensure that they are consistent with organizational policies and practices.
• Complete critical aspects of deliverables and special assignments by establishing objectives, determining priorities, managing time, gaining cooperation of others, monitoring progress, problem solving and adjusting plans.
• Process orders associated with employee swag, client onboarding swag, and referral gifts (Gilded Box, Swagup.com)
• Process orders for business cards, stationary for employees as requested (VistaPrint)
• Support and contribute to marketing and sales activities as requested (bios, graphics, LinkedIn support, CRM)
• Personal Assistant to the Managing Partner
• Coordinate travel arrangements for business trips and family vacations.
• Facilitate restaurant and other event reservations and bookings and handle various errands and shopping tasks.
• Manage gift purchases and holiday card mailings.- personal and professional
• Provide other personal support as requested by the Managing Partner
  
  

Quantitative

Key Requirements and Success Criteria

• Detail oriented check directions twice, confirm if necessary, do the work
• Execute daily responsibilities accurately, completely, and timely, including daily time entries with weekly time sheet submissions
  
  

Qualitative

• Contributions to scale and culture
• Knowledge share
• Annual performance reviews
  
  

Experience, Qualifications, And Traits

• Minimum of 5 years of relevant work experience as an Executive Assistant, ideally within the
• Professional Services industry and/or supporting C-suite executives
• Minimum of 2 years of project management experience preferred
• Proven capacity for maintaining discretion when handling sensitive material and exhibiting the highest level of responsiveness to internal and external stakeholders
• Solid communication and interpersonal skills; able to establish trust and respect with all levels of employees
• Superior analytical, quantitative and qualitative assessment, and problem-solving skills with ability to identify creative solutions to challenging problems
• Excellent interpersonal skills, with an ability to work with C-level executives at clients
• Demonstrated ability in communicating effectively, both verbally and written
• Ability to work independently and coordinate work with others in a team environment
• Able to anticipate needs and provide the highest quality of service
• Well organized, structured, and detail-oriented to handle diverse and concurrent assignments
• Exceptional time management skills
• Mastery of administrative tools and essential software (Excel, Word, PowerPoint, and Outlook) and aptitude for grasping and using various software applications
• Nice to have: Experience with Canva, Harvest, Asana, and Hubspot