Job Details

Executive Assistant

SANTA MONICA-90403, CA, US
01/10/2019

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Required Skills

    Microsoft Outlook
Company

Infinity Consulting Solutions, Inc

Experience

3 to 6 Year(s)

Job Description

A Large Financial Institution is seeking an exceptional Executive Assistant to support an executive, the Head of Investment Planning.

The position involves travel planning, calendar maintenance, expense submissions and event coordination.

The assistant will be involved in communicating with teams across the firm as well as with others outside the firm to plan, calendar, organize and follow up on events for the executive.

Specific responsibilities include:

Providing administrative support for the Head of Investment Planning and Director.

Coordinate, plan for, and ensure all materials and other preparation are complete to ensure successful calls, meetings, and trips, including

Manage schedules for on- and off-site meetings

Assist with internal and external meetings and conference presentations

Prepare and develop PowerPoint presentations, Word documents, Excel spreadsheets and dashboards as directed

Arrange meeting preparation and participation: prepare agenda in advance and arrange meeting facilities; act as recording secretary (prepare action minutes if applicable); provide backup data prior to meetings/calls

Manage complex calendars, recording those events which require the executive's presence.

Manage schedules for phone calls as well as on and off-site meetings.

Coordinate all travel arrangements including preparation of trip briefing book and feedback/follow-up log.

Assist with event planning including email correspondence, phone calls, material preparation and communication with the research team (events range from in-office
webinars to 1:1 client meetings to large conference presentations and media interviews).

Assist executive with managing deadlines for incoming requests and take action as needed.

Create and manage a contact database, using salesforce.com, to track contacts and additional follow up that might be required.

Prepare mailings/FedEx Shipments.

Create and submit expense reports including pre-authorization requests.

Perform other related duties as assigned or requested.

Skills & experience required:

3 – 6 years related administrative experience; C-Level executive exposure.

Bachelor's degree in Business, Finance, Office Management, or a related field.

Strong interpersonal, organizational, communication and problem-solving skills

Strict attention to detail while able to prioritize issues appropriately

Ability to demonstrate discretion in handling confidential data and dealing with high-level executives

Strong computer skills include, but are not limited to Microsoft Outlook, Microsoft Project.

Demonstrated ability to take initiative and critically analyze processes and procedures in a push toward constant improvement.

Treat all information as highly confidential.

Organized, detail-oriented and extremely thorough.

Must be a hands-on and willing to roll up their sleeves to perform all responsibilities needed to ensure success.

Demonstration of appropriate discretion when interacting with multiple levels of management.

May be required to work nights and/or weekends.

Must successfully pass a background and credit check.

Located in Santa Monica office.

COMPENSATION: Base salary plus discretionary bonus.

Requirements:

1 - 2 years of professional EA experience

Strong communication skills

Associates or Bachelors degree

Duration:

3-month contract - hire



Executive Assistant
Business Services

No Preference
Contract Only
Other
1

Candidate Requirements
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Bachelors

Walkin Information
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Recruiter Details
Dough Klares
1350 Broadway, Suite 2205, NEW YORK-10018, NY, US
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