The role of Executive/Personal Assistant to the Managing Partner aka General Agent (GA) plays a key role in ensuring the GA is provided with what they need in order to perform at their maximum level.
Duties Include:
Arranges all scheduling for the GA to include meetings with recruits, other leadership, and personal engagements, etc.
Arranges all travel for GA business and personal
Makes sure GA reviews and responds to all emails, correspondence, and phone messages
Provides preparation of documents and/or knowledge for all the GA's meetings, appointments, training sessions, travel and personal commitments
Run business and personal errands for the GA (ex: pick up dry cleaning, get coffee, drive GA to airport)
Coordinates various sizes of events by tracking expenses, coordinating orders, confirming attendance, assisting with setting up and tear down
Keeps the GA organized and on schedule regarding business and personal matters
Answers and transfers phone calls, screening when necessary
Maintains filing systems as assigned
Retrieves information as requested from records, email, minutes, and other related documents; prepares written summaries of data when needed
Responds to and resolves administrative inquiries and questions
Reviews and complies with all incoming/outgoing mail and fax correspondence according to compliance guidelines
Maintains a system for recording expenses
Managing optics as an extension of the GA
Any other tasks assigned by GA
Requirements & Skills:
Able to anticipate needs and challenges
Able to use discretion and understands confidentiality
Demonstrated intelligence in exercising judgement and decision making
Strong organizational and prioritization, and time management skills to meet tight deadlines
Keen attention to detail and good record-keeping
Adaptability, teamwork, and problem-solving skills
Excellent verbal and written communication skills
Ability to maintain confidential and sensitive files, information, and reports
Exceptional skills in Microsoft Office including Outlook, Excel, Word, and PowerPoint
Financial services and/or experience in competitive work environments preferred
Ability to multitask and exceptional time management skills
High degree of integrity in handling cash, monetary transactions, and fiduciary responsibilities
The passion to want to learn and grow with a company
Experience as a personal and/or executive assistant
Honest and reliable with a good attitude
Ability to coordinate and set appointments for multiple calendars
Shopping or running errands when necessary
Maintain composure when emergencies arise with adequate problem-solving skills
Business professional attire
Dog friendly
Reliable transportation and valid driver's license
Available to work in person Monday - Friday 8am to 5pm