Senior Executive Assistant

$180,000 - $180,000/Yr

Unclassified - Los Angeles, CA

Full-time - Mid Level

Los Angeles, CA

About the position

The Investment Management Company located in Westwood is seeking a highly organized and proactive Senior Executive Assistant to provide comprehensive support to two high-level executives. This role is pivotal in ensuring the smooth operation of the executives' schedules and responsibilities, requiring a blend of administrative expertise and personal assistance skills. The ideal candidate will be adept at managing multiple tasks simultaneously, demonstrating exceptional attention to detail and the ability to work under pressure in a fast-paced environment. In this position, the Senior Executive Assistant will be responsible for extensive coordination and scheduling of internal and external meetings, which includes arranging catering and document distribution. The role also involves managing all aspects of domestic and international travel, ensuring that itineraries are meticulously planned and executed. The assistant will be expected to maintain real-time tracking of any changes to meetings or travel plans, ensuring that the executives are always informed and prepared. The Senior Executive Assistant will also handle communication duties, such as answering phones, screening calls, and taking messages. This position requires a high level of professionalism and discretion, as the assistant will often be the first point of contact for important stakeholders. Additionally, the role may involve miscellaneous projects and support, including event management, which may require occasional travel. The successful candidate will thrive in a dynamic environment and be committed to providing exceptional support to the executives they assist.

Responsibilities

• Extensive coordination and scheduling of internal and external meetings, conference calls, and video conference meetings; includes arranging for any catering and document distribution
• Schedule meetings and conference rooms
• Coordinate set up and clean up conference rooms for catered meetings
• Coordinate all aspects of domestic and international travel (air, ground, and lodging)
• Manage payment and maintain real time tracking of meeting/itinerary changes
• Manage detailed itineraries for travel and key meetings, print boarding passes and check-in for flights
• Answer phones, screen calls, and take messages
• Perform professional information searches as needed
• Register Board Member for conferences and networking events in a timely manner
• RSVP to events on behalf of Board Member
• Handle outgoing mail (USPS and FedEx) when necessary
• Miscellaneous projects and support as needed, including event management which may require occasional travel

Requirements

• Proven experience as an Executive Assistant or similar role
• Excellent organizational and time management skills
• Strong communication and interpersonal skills
• Ability to handle sensitive information with discretion
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• Experience with travel coordination and itinerary management
• Ability to work independently and as part of a team
• Strong problem-solving skills and attention to detail

Nice-to-haves

• Experience in the investment management industry
• Familiarity with project management tools
• Ability to work flexible hours as needed

Benefits

• Competitive salary
• Health insurance
• Paid time off
• Retirement savings plan
• Professional development opportunities