Administrative/Executive Assistant

The role of the Administrative/Executive Assistant is to provide dedicated support to the various managers within the team and company; as well as work closely with other assistants in the group and on their team to meet the needs of the business.  

 

RESPONSIBILITIES: The responsibilities of this job include, but are not limited to:

  • Covering multiple telephone lines
  • Extensive calendar management
  • Travel coordination including itinerary, transportation, and hotel and expense reimbursement
  • Meeting coordination including Outlook meeting requests, conference room booking, catering, security clearance for onsite visitors, and meeting clearance
  • Meeting preparation including printing, binding and delivering presentations; crafting agendas and briefing memo shells in preparation for consultant and prospect meetings
  • Assistance with the planning and coordination of investor roadshows including the tracking and organization all logistical details related to the event(s)
  • Maintenance of our client relationship management database, including but not limited to entering meetings, updating contact information and running reports on a routine basis
  • Coordinating and sending mass mailings; conference and event invitation mailings
  • General office maintenance tasks including office supply orders, equipment maintenance, invoicing, etc.
  • Maintain a current knowledge of regulatory changes, tracking changes across the client and prospect base, and updating colleagues on California regulations; coordinate and submit quarterly lobbyist filings
  • Coordinate Business Continuity Planning (BCP) for the San Francisco office, ensuring that all relevant manuals and contact forms are updated, running the appropriate tests in a timely manner, and educating the SF office on workplace safety and BCP procedures regularly
  • Ad Hoc Requests to ensure the effective functioning of the team
  • Backup administrative coverage as needed within the office

 

QUALIFICATIONS: A qualified candidate will possess the following:

  • Undergraduate degree
  • Strong business maturity with 5+ years of experience
  • Strong interpersonal, verbal, and written communication skills
  • Strong service orientation; reliable, consistent, proactive
  • Ability to work in a fast-paced and team-oriented environment, with strong prioritization skills
  • Ability to flex across a wide range of responsibilities 
  • Attention to detail 
  • Ability to handle high-level consultant and prospect contact with good judgment is essential
  • Proficiency with Microsoft Outlook, Excel, and Word; willingness and propensity to learn proprietary systems
  • Solid work ethic and positive attitude
  • Ability to use good business judgment and maintain confidentiality