Executive Assistant

We are seeking a highly motivated and experienced Executive Assistant to join our growing team and support our C-Suite team. We seek a sharp, responsive and reliable person with polished written and verbal communication skills. A person who anticipates needs, thinks ahead and works back with the goal of creating efficiency for the CEO and other executives. This person will report to the Director of People.

Responsibilities

• Support the CEO in administrative needs providing leverage for her to focus on critical business needs
• Support CEO and Capital Markets function by updating and maintaining contacts in Salesforce, LinkedIn and Gmail
• Work with bank database to assemble special reports and manage pipeline for capital markets
• Inbox management for CEO, eliminating junk mail, drafting responses, summarizing daily to do
• Manage monthly, quarterly, annual and other periodic meetings required for the CEO to stay on top of key areas of the business
• Collaborate with Executive(s) to book hard-to-schedule meetings, across multiple time zones, with other execs and leaders, distributing email invites for virtual meetings, and preparing meeting agendas and materials.
• Provide organizational support to the Executive(s). Helping to ensure action items, deadlines, and deliverables are completed.
• Provide meeting support and prep to effectively help run both internal and external meetings including real-time note taking in collaborative document, researching bios and companies for each meeting
• Coordinates all logistics and materials for investor and board meetings, including agendas and decks.
• Produce key communications for Executive(s) and team including, presentations, email, and other correspondence.
• Book travel and accommodations, transportation, logistics, develop itineraries with meeting details on calendar and in trip document.
• Assist with planning team events and offsites.
• Maintain confidentiality and discretion.
• Submit all expense reports and receipts on behalf of the Executive(s).
• Organize and update Executive(s) electronic files as needed.
• Manage Executive(s) ad-hoc projects.

Qualifications

• 5+ years experience as an Executive Assistant supporting a c-level executive, ideally at a fast paced environment including finance or fintech.
• Excellent interpersonal and communication skills (written and verbal) across different functions
• Proficiency with Google Suite/Microsoft Office Applications (Word, Excel, PowerPoint, G-Suite, , etc.)
• Proficiency with Salesforce.com
• Maintain, update or create databases and/or database information (e.g. files, trackers, etc.).
• Able to anticipate needs, forward thinker, and comfortable with ambiguity.
• Ability to intuitively shift gears quickly as priorities change.
• Strong organizational skills with great attention to detail.
• Proactive approach to managing tasks and responsibilities; excel at anticipating needs.
• Excellent follow-through. Ability to keep the pieces moving and not let anything fall through the cracks.
• Inherently focused on creative approaches to solving operational problems efficiently.
• Strong adaptability, flexibility and resourcefulness