- The Executive/Personal Assistant to the Managing Partner, aka the General Agent (GA), plays a key role in ensuring the GA is provided with what they need to perform at their maximum level. Join a dynamic and supportive team that values collaboration, respect, and excellence and contributes directly to the GA's overall success and the company's mission.
Duties Include:
- Arranges all scheduling for the GA, including meetings with recruits, other leadership, 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 tearing 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:
- Seven (7) or more years of experience as a personal and/or executive assistant
- Able to anticipate needs and challenges
- Able to use discretion and understand confidentiality
- Demonstrated intelligence in exercising judgment and decision-making
- Strong organizational, 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
- 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
- Reliable transportation and a valid driver's license
- Available to work in person Monday - Friday, 8 am to 5 pm
- Ability to lift at least 20 pounds
Salary Range and Benefits:
- $55,000 - $75,000 annually depending on experience