Executive Assistant

$80,000 - $100,000/Yr

Jobot

Full-time - Mid Level

Administrative and Support Services

About the position

Our organization is seeking a dedicated and experienced Executive Assistant to join our team in the investment industry. This is a permanent position that offers the opportunity to work directly with our executive team, providing high-level administrative support. The ideal candidate will have extensive experience in a similar role, a thorough understanding of the investment industry, and exceptional proficiency in MS Office. As an Executive Assistant, you will play a crucial role in ensuring the smooth operation of the executive office, managing various administrative tasks that are essential for the success of our leadership team. In this role, you will be responsible for providing comprehensive administrative support to the executive team, which includes scheduling meetings, managing calendars, and coordinating travel arrangements. You will prepare, edit, and distribute correspondence, reports, and presentations, ensuring that all materials are accurate and presented professionally. Additionally, you will manage and maintain executive files and records, ensuring confidentiality and compliance with company policies and procedures. You will also coordinate and facilitate executive meetings and events, which involves preparing agendas, taking minutes, and following up on action items. Acting as the first point of contact for the executive team, you will manage incoming calls, emails, and visitors with professionalism and discretion. Furthermore, you will assist with budget management and expense tracking, ensuring accuracy and adherence to company policies. Collaboration with other administrative staff will be essential to ensure smooth operations and efficient workflow. Lastly, you will manage special projects as assigned, ensuring timely completion and high-quality results.

Responsibilities

• Provide comprehensive administrative support to the executive team, including scheduling meetings, managing calendars, and coordinating travel arrangements.
• Prepare, edit, and distribute correspondence, reports, and presentations, ensuring accuracy and professionalism.
• Manage and maintain executive files and records, ensuring confidentiality and compliance with company policies and procedures.
• Coordinate and facilitate executive meetings and events, including preparing agendas, taking minutes, and following up on action items.
• Act as the first point of contact for the executive team, managing incoming calls, emails, and visitors with professionalism and discretion.
• Assist with budget management and expense tracking, ensuring accuracy and adherence to company policies.
• Collaborate with other administrative staff to ensure smooth operations and efficient workflow.
• Manage special projects as assigned, ensuring timely completion and high-quality results.

Requirements

• A minimum of 5 years of experience as an Executive Assistant, preferably in the medical industry.
• Exceptional proficiency in MS Office, including Word, Excel, PowerPoint, and Outlook.
• Excellent organizational skills, with the ability to manage multiple tasks and priorities in a fast-paced environment.
• Strong written and verbal communication skills, with the ability to interact effectively at all levels of the organization.
• High degree of professionalism and discretion, with the ability to handle sensitive and confidential information.
• Strong problem-solving skills, with the ability to think critically and make effective decisions.
• Detail-oriented, with a focus on accuracy and quality in all tasks.
• Bachelor's degree in Business Administration or a related field is preferred.
• Knowledge of the medical industry and medical terminology is a plus.
• Ability to work independently and as part of a team, demonstrating initiative and a proactive approach to tasks.

Nice-to-haves

• Knowledge of the medical industry and medical terminology is a plus.

Benefits

• Medical, Dental, and Vision Insurance
• 10% Bonus
• 19 Days off
• Paid Holidays
• HSA
• 401K w/ Match and more!