Position: Executive Administrative Assistant (Advanced Level) Contract Role
Location: 560 Mission Street, 5th Floor, San Francisco, California, 94105, United States
Type: 100% ONSITE
Hourly Pay: $40 per hour
Required Years of Experience: 5+ Years prior experience, Must have prior experience supporting multiple C Suite level Executive professionals, preferably within the financial sector, MUST HAVE CONCUR experience
Job Description:
A successful Administrative Assistant possesses structure, attention to details, quality focus, high energy and flexibility in a fast-paced, deadline driven organization. In this role, you will need to work well in a team environment, be able to represent the manager/group with professional courtesy, acumen and deliver flawless work output. Your daily routine also includes interaction with various executive level internal clients across the lines of businesses. You will need to adapt procedures, processes, and techniques to complete assignments in line with the department’s activities and goals.
- Support senior-level executives and investment bankers.
- Proficient in word processing.
- Arrange travel services and meetings for Executives.
- Interacting with clients and employees
- Strong calendar management skills and
- Experience booking international travel
Role and Responsibilities:
- Maintain complex and detailed calendars
- Manage the coordination and logistics of both internal and external meetings
- Arrange and coordinate complicated domestic and international travel
- Manage and process expenses for manages
- Screen incoming calls and determine the level of priority, while using caution in dispensing information
- Organize all aspects for offsite conferences and external events, including catering and transportation
- Process invoices and T& E expense claims for team members.
- Ensure all policies are followed and items are processed within provided guidelines. Act as a subject matter expert for policies and procedures.
- Work cooperatively with the broader EA team, in positive partnership to support each other amongst coverage models.
Required Qualifications:
- Bachelor's and/or Master's degree
- Proficiency with MS Excel, PowerPoint and CONCUR (MUST HAVE)
- At least five years of administrative experience, ideally supporting at the Managing Director level (or equivalent) or above
- Tact and good judgment in confidential situations, and proven experience interacting with senior management
- Strong interpersonal, written, and oral communication skills
- Strong proficiency in Microsoft Office
- Excellent telephone etiquette and ability to manage competing priorities
- Investment banking experience is a plus
- High degree of motivation, initiative, sense of urgency and professional demeanor
- Ownership approach to all tasks; initiative and confidence to complete projects with limited supervision
- Ability to multi-task, prioritize and organize
- Strong attention to detail and focus on accuracy
- Tact and discretion when dealing with confidential matters; experience interacting with senior management
- Motivated by a collaborative environment and willing to go the extra mile
- Partner with the assistant's team to ensure continuity of coverage for their respective groups
- Strong PC skills (proficient knowledge of MS Outlook, Word, Excel, and PowerPoint)
- Effective interpersonal skills
Please note that this is a contract position—there is no guarantee that this position will be extended past the end date or converted to permanent status.