Executive Assistant - Floater

ICONMA, LLC • United States, United States • 5h ago

Our Client, a Leading Global Investment Firm company, is looking for a Executive Assistant - Floater for their Menlo Park, CA location. Responsibilities:

Responsible for providing back-up support to various teams in the Menlo Park office which will require being familiar with each Assistant's workload to provide appropriate coverage.

During back-up coverage, assist executives with a wide range of administrative and executive support-related tasks in a timely

manner with high performance and accuracy.

Provide afternoon coverage of the Reception desk on a rotational basis and potentially EA support to junior executives.

Translate requests and requirements into achievable goals and manage the process through which these objectives are met.

Communication and Information Management

Review incoming mail and/or email, prioritize and summarize content, and process replies on own initiative or from Executives' notes and directives

Compose, draft, proof, edit, and finalize correspondence including e-mail and other documents

Planning:

Handle planning logistics for domestic and international travel; provide detailed itineraries, agendas, directions, and backup materials; prepare expense reports in timely manner ensuring accuracy and submit in accordance with Firm policy

Manage and Monitor Executives' calendars and anticipate where problems might arise regarding calendar, meeting preparation, needs of executives involved, requests for meetings and telephone calls; communicate potential and/or confirmed changes to involved parties immediately

Schedule and coordinate meetings and Executive events, inform attendees of dates and time, reserve meeting space, ensure the appropriate equipment/materials are available, coordinate hospitality services as needed

Liaison and Teamwork:

Liaise with portfolio organizations, investors, guests, and all Client personnel in professional and courteous manner adhering to Client culture and values statements

Act in discreet and professional manner with others; sensitivity to the confidential nature of the Firm's business and consistently uphold such confidences, using this information only in the course of performing your job for Client

Act as a team player, including taking on additional tasks to support colleagues and the Firm and offering to help before being asked

Requirements:

Ability to manage highly sensitive, confidential information with complete discretion

Ability to manage a high volume of work, multi-tasking and prioritizing tasks and projects according to what is most time-sensitive

Excellent written communication and research skills

Extensive experience managing complex and fluid calendars

Excellent organizational skills to support the productivity of the whole team (i.e. filing systems, trackers, contacts)

Critical thinker; excellent judgment; proactive and able to anticipate Executive's needs

Team player capable of working with internal and external stakeholders in a way that reflects the Firm's core values and principles (high integrity, apolitical, non-arrogant, commitment to excellence, treating others with respect)

Four plus years' experience as an Executive Assistant; college degree preferred

Financial industry knowledge highly desirable

Floater Executive Assistant.

Should have all core EA responsibilities: Calendar management, travel, booking, email etc.

A degree highly desired.

Financial/ Private equity/Capital markets/ investment wealth management background.

Supporting VPs/CEOs/CFOs

Excellent representation skills and soft skills.

I've found historically that the majority of our successful EA Floater hires have been individuals who are relatively newer to the role - typically with 2-5 years of experience as an Administrative Assistant or Executive Assistant.

Why Should You Apply?

Health Benefits

Referral Program

Excellent growth and advancement opportunities

ICONMA is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to any status protected by applicable law.

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