Reporting directly to the CEO, the Executive Assistant is responsible for providing corporate and personal level support to the CEO of this financial services and asset management company; being proactive in anticipating the requirements of all job functions and communicating with CEO and other Senior Executives; implementing systems and procedures to deal with scheduled and adhoc workflow; being highly organized, self-motivated and demonstrating strong follow-through. Performing office management duties in a fast-paced environment.
Key Responsibilities:
• Provide high-level confidential administrative support to CEO first and foremost, and the Senior Leadership team as required.
• Manage and maintain CEO's extremely active calendar of appointments, schedules and travel arrangements.
• Arrange & coordinate meetings/events (Board retreats, management dinners, etc.)
• Screen CEO's emails, archive and professionally compose replies/correspondence on behalf of the CEO when required.
• Prepare reports, presentations (investor, Boards, partners) and memos when required.
• Prepare the CEO's monthly expense summary - personal and business-related expenses.
• Liaise with Leadership team on behalf of the CEO.
• Perform office management, operations, and facilities duties in an entrepreneurial environment.
• Interacting with high profile Executives from other institutions globally.
• Prepare travel related expense reports for other members of senior management.
• Manage all CEO's memberships & subscriptions and their renewals / payments.
• Maintain both paper and extensive electronic filing system (Outlook and other).
• Maintain staff/employee files in CEO's office and assist with new Executive onboarding.
• Liaise with internal staff at all levels on behalf of the CEO when required.
• Personal tasks as required.
• 7+ years of executive level support, preferably CEO/C-Suite levels.
• Strong organizational skills that reflect the ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
• Willingness to perform office management duties.
• Ability to work in a growing fast-paced entrepreneurial environment.
• Strong interpersonal skills and the ability to build relationships with stakeholders including staff, board members and external partners.
• Expert level written and verbal communication skills, including the ability to ask clarifying questions and work with senior management, internal and external clients.
• Superior customer service and interpersonal skills.
• Proactive approaches to problem-solving and decision-making capability.