Administrative Assistant -- San Francisco

Our client is looking for an administrative assistant who will help support not only the Executive Assistant, but the Chief Administrative Officer. This candidate will need to have the following attributes.

Personal Attributes and Qualifications:

  • 3-5 years applicable work experience
  • 3 or more years out of college (4-year college degree preferred)
  • Very detail-oriented
  • Strong, proactive work ethic
  • Strong organizational skills
  • Numbers-oriented
  • Ability to multitask and effectively balance competing deadlines while staying organized
  • Takes pride of ownership
  • Wants to work in the hedge fund industry / financial services
  • Enjoys working in a small office environment
  • High level of proficiency in MS Office applications (Word, Excel, Outlook, PowerPoint)

The ideal candidate will be able to provide the following supportive duties in a number of directions.  

Supporting the Executive Assistant by:

  • Coordinate complex travel (domestic and international) arrangements including flights, hotel reservations, maps, directions and ground transportation. Applies to both professional and personal travel.
  • Book and confirm meetings and lunch/dinner reservations
  • Prepare expense reports for the Partners

Supporting the Office Administration team by:

  • Order and manage office supplies
  • Filing for partners and CAO as needed
  • Handle incoming phone calls as needed
  • Handle incoming/outgoing mail distribution and Federal Express packages
  • Photocopying/scanning/faxing as needed
  • Notify building security of visitors
  • Travel arrangements for partners as needed
  • Special projects as needed (i.e., holiday card mailing, annual holiday party)
  • Oversee office equipment maintenance
  • Microsoft Office Calendaring and Contact entry
  • Earnings call scheduling

Operations Support:

  • Assist in preparation of monthly client statements
  • Provide back-up trade reporting support to CAO

Marketing Support:

  • Investor Presentation production
  • Distribution of materials (internal and external)
  • Assist with preparation of select reports