Executive Assistant

Responsibilities: 

· Meet and greet visitors meeting with Executive and/or team

· Coordinate and maintain calendars/ schedules, book meeting rooms, arrange for amenities

·  Process check requests and maintain expense and budget records

· Maintain files and effective filing systems

· Coordinate and direct a variety of short and long term projects simultaneously

· Provides clerical, secretarial, and support as required

· Edit, proofread, and prepare correspondence which includes word processing of letters, memos, forms, policies and procedures (includes handling of confidential information)

· Prepare graphs, charts, and weekly/monthly reports

·   Create or assist with spreadsheets, overheads, mailings

· Provide support for telephone coverage, copier projects, mail handling, and order supplies for the department

·     Maintain contact lists

·   Open, sort, and distribute mail/faxes for department

·     Arrange travel and car requests

·     Process travel and expense reports

Qualifications:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.             

• High school diploma or college degree
• Investment/financial services background preferred
• Minimum 4 years’ experience assisting high level executives
• Extremely strong communication and interpersonal skills.
• Must be excellent “gatekeeper”.
• Serves as an effective team member
• Consistently displays a positive “can do” attitude
• Must be proactive and flexible
• Ability to maintain confidentiality
• Ability to “think outside the box”
• Strong typing and computer skills in Word, Excel, PowerPoint, Outlook
• Excellent spelling and grammar, writing proficiency, and phone skills
• Detail oriented, energetic, and able to handle a varied workload
• Ability to perform duties with minimal directions, meet deadlines, and multi-task.
• Must work independently and as a team player
• Polished and professional demeanor
• Must be firm yet cooperative
• Extremely strong communication