Executive Assistant

The Hire Standard

Seeking a dynamic administrative professional to support a team of investment professionals, including a Managing Director, Principal and VP.

Seeking a dynamic administrative professional to support a team of investment professionals, including a Managing Director, Principal and Vice President. The team may grow or change. The ideal candidate is professional, articulate and proactive; have a flexible perspective, and an all-around collaborator and teammate.

The company's deal team focuses on investments in technology. The Executive Assistant will spend ~80 percent of his/her work time on the group of individuals he/she supports; however he/she is an integral part of the team and firm overall and will spend ~20 percent on work not limited to the
following: assisting and collaborating with other EAs on tasks, general office support, events, and other work-related tasks. The EA is open to doing an array of tasks, small and big. There is an expectation the person in this position will be available after hours to assist if the team is traveling or for any last-minute items that may come up.

Primary Responsibilities
  • Manage calendars, schedule calls, and meetings; reprioritizing and rescheduling; prepare materials and physical space for meetings;
    screen calls.
  • Manage extensive and complicated travel arrangements, both international and domestic; prepare itineraries and maintain a database of travel preferences of each individual.
  • Responsible for timely reimbursements of business expenses to deal team members; understand why this is important. Be an expert in the Firm’s Expense Policy and advise others on this policy. Gather all information in preparation of expense reports. Submit expenses in
    a timely manner.
  • Keep a high level of discretion of all/any business information and knowledge at all times.
  • Creation and maintenance of information systems to support team: key information, portfolio phone lists, board meeting charts, etc. Track and maintain a database of deal sources and professional support groups (executive search, bankers, advisors, etc.). Track and maintain a database of physical documents related to sector expertise, as requested. Track and maintain deal information, both electronic
    and hard copies.
  • Coordinate with portfolio companies for supported individuals regarding meetings, information flow, etc.
  • Willingly assist other EAs as needed.
Skills required (in addition to general administrative skills)
  • Excellent communication skills – written and verbal.
  • Able to sensibly engage with people at all levels; likable and approachable.
  • Excellent software skills with a working knowledge of MS Word, PowerPoint, Excel, Outlook.
  • Ability to work independently and with minimal supervision, proactive in approach.
  • Must be able to assess situations and determine appropriate action.
  • Must be skilled at scheduling, highly organized, and possess high attention to detail.
Other requirements
  • At least 8 years of experience as an Executive Assistant in a professional services firm such as private equity or management consulting.
  • Self-starter who takes initiative, possesses good judgment, is reliable and dependable and likes being busy.
  • College degree
  • Multitasker, trustworthy; easy-going attitude

Other useful qualities
  • Working knowledge of Concur
  • Troubleshooting in general