Our client, a global private equity firm is looking to hire a superstar Executive Assistant/ Office Coordinator to join the company and provide an efficient and effective office coordination service and to support a dynamic investment team and Management Comptroller. This role is a hybrid role, Monday – Thursday 8:30am – 5:30pm (Friday work from home if not needed in the office).
RESPONSIBILITIES
- Provide administrative support to US Financial Controller, 5-6 Associates, backup support to 2 EAs with the potential to support more senior investment professionals
- Serve as General Office Coordinator
- Provide operational support to the PE Business
- Provide administrative support to executives including but not limited to making travel arrangements, maintaining calendars, expense reports, presentations, and ad hoc project management
- Controller Assistant tasks include reviewing and send in invoices to accounts payable for payment; managing corporate cell phone accounts- including assisting team members with questions and upgrading cell phones; mailing in checks to bank for deposit.
- Manage day-to-day office operations and facilities management; liaise w/ building management and various outside vendors on all matters pertaining to physical office space (furniture, maintenance, security, HVAC, etc.)
- Assist with ad hoc projects and team event planning
- Occasionally greet guests promptly, offering beverage service, and showing them to the correct meeting room. Conference room maintenance and preparation before every meeting.
- Weekly inventory, ordering and stocking of kitchen, office and bathroom supplies
- Handle the in and outgoing mail, as well as receiving packages and transmitting them promptly to the correct individual.
REQUIREMENTS
- 5+ years Administrative Assistant experience
- Experience working within a highly regulated environment
- High standards of integrity and ability to act with due skill, care and diligence at all times
- Experience working in a fast-paced high performing team
- Has a “no job is too big or too small” attitude
- Advanced knowledge of Microsoft Office, as well as knowledge of CRM databases
- Excellent written and verbal communication skills
- Able to pay close attention to details and procedures
- Ability to manage work streams and other activities
- Excellent organizational and presentational skills
- Prioritize and manage a varied workload, demonstrating flexibility within a busy team
- Punctual, proactive, flexible, and enthusiastic, demonstrating an eagerness to learn and help the team
- Discrete with good interpersonal skills demonstrating an ease with internal and external contacts
SALARY
$110–115K (DOE) + paid OT + discretionary bonus + excellent health benefits + in office lunch Monday-Thursday
HOURS
Monday – Friday 8:30 – 5:00pm (Friday is work from home if not needed in the office)
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