Executive Assistant

Searchlogic Recruiting - Atlanta, GA

Full-time - Entry Level

Atlanta, GA

Administrative and Support Services

About the position

The Executive Assistant position at a successful Private Equity firm located in Midtown is a vital role that supports the CEO and ensures the smooth operation of the executive's daily activities. This position requires a highly organized individual who can multitask effectively and work with minimal supervision. The Executive Assistant will be responsible for a variety of tasks that include providing daily communication support, managing schedules, and maintaining organized records. The ideal candidate will possess strong administrative skills and a proactive approach to problem-solving. In this role, the Executive Assistant will handle daily communication tasks such as answering phones, coordinating meetings and appointments using Outlook, filing, scanning, and processing all incoming and outgoing mail. The assistant will also interface with firm-owned subsidiaries, acting as a resource as needed. Scheduling both business and personal travel arrangements is a key responsibility, which includes organizing air travel, hotel accommodations, ground transportation, and creating detailed travel itineraries. The Executive Assistant will be tasked with creating, editing, and proofreading various documents, including correspondence, PowerPoint presentations, and Excel spreadsheets. Occasionally, the assistant may be required to design attractive labels, displays, or signs. Additionally, the role involves preparing and editing monthly expense reports, ensuring they align with business credit card statements, and maintaining a “tickler file” to remind executives about upcoming events or follow-ups with clients. Other responsibilities include ordering office supplies, maintaining inventory, greeting and accommodating visiting guests, and operating the office building's security app. The assistant will regularly update contact databases in Outlook and maintain organized files and records of the firm's monthly financial activity, providing necessary documentation for accountants. Furthermore, the Executive Assistant will manage and oversee the maintenance of all office technology and telecom functions, maintain an administrative desk manual, and document procedures for office management duties. The role also requires detailed organization and maintenance of company, client, and vendor records, as well as the creation of Excel spreadsheets and basic analysis of financial and business records. The candidate should be willing to perform other reasonable duties as needed and anticipate the needs of the CEO, working independently with minimal supervision. This position is ideal for someone with light experience in the financial services industry or at least 3 years of administrative support experience. The firm boasts a great company culture and stability, along with benefits such as paid parking.

Responsibilities

• Provide daily communication support such as answering phones and coordinating meetings and appointments in Outlook.
• File, scan, and process all incoming and outgoing mail.
• Interface with firm-owned subsidiaries and be a resource as needed.
• Schedule both business and personal travel arrangements including air, hotel, ground transportation, and travel itineraries.
• Create, edit, and proofread correspondence, PowerPoint presentations, and Excel spreadsheets.
• Occasionally design attractive labels, displays, or signs.
• Prepare and edit monthly expense reports and check them against business credit card statements.
• Maintain a 'tickler file' to remind executives about upcoming business and personal events or to follow-up with clients/contacts.
• Order office supplies and maintain inventory to ensure availability of resources.
• Greet and accommodate visiting guests as well as operate the office building's security app.
• Regularly maintain and update contact databases in Outlook.
• Maintain organized files and records of monthly financial activity of the firm to provide source documentation for accountants to prepare financial statements of the firm.
• Manage and oversee maintenance and functioning of all office technology and telecom functions.
• Maintain administrative desk manual and document procedures for all office manager and operations duties.
• Organize Outlook files for easy retrieval.
• Calendar maintenance and scheduling.
• Detailed organization and maintenance of company, client, and vendor records, files, messages, and data.
• Create Excel spreadsheets and perform basic analysis of financial and business records, and occasional PowerPoint presentations.
• Be willing to perform other reasonable duties as needed, anticipate needs, and work independently.

Requirements

• 3+ years of experience in administrative support, preferably in the financial services industry.
• Strong organizational skills and attention to detail.
• Ability to multitask and work with minimal supervision.
• Proficiency in Microsoft Office Suite, particularly Outlook, PowerPoint, and Excel.
• Excellent communication skills, both verbal and written.
• Experience in managing travel arrangements and scheduling.
• Ability to maintain confidentiality and handle sensitive information.

Nice-to-haves

• Experience in a Private Equity or financial services environment.
• Familiarity with office technology and telecom functions.
• Basic graphic design skills for creating labels and displays.

Benefits

• Paid parking
• Great company culture
• Stable company environment