ICONMA
Our Client, a Leading Global Investment Firm company, is looking for an Executive Assistant – Floater for their Menlo Park, CA location.
Responsibilities
Responsible for providing back-up support to various teams in the Menlo Park office which will require being familiar with each Assistant's workload to provide appropriate coverage.
During back-up coverage, assist executives with a wide range of administrative and executive support-related tasks in a timely manner with high performance and accuracy.
Provide afternoon coverage of the Reception desk on a rotational basis and potentially EA support to junior executives.
Translate requests and requirements into achievable goals and manage the process through which these objectives are met.
Communication and Information Management
Review incoming mail and/or email, prioritize and summarize content, and process replies on own initiative or from Executives’ notes and directives.
Compose, draft, proof, edit, and finalize correspondence including e‑mail and other documents.
Planning
Handle planning logistics for domestic and international travel; provide detailed itineraries, agendas, directions, and backup materials; prepare expense reports in a timely manner ensuring accuracy and submit in accordance with Firm policy.
Manage and monitor Executives’ calendars and anticipate where problems might arise regarding calendar, meeting preparation, needs of executives involved, requests for meetings and telephone calls; communicate potential and/or confirmed changes to involved parties immediately.
Schedule and coordinate meetings and Executive events, inform attendees of dates and time, reserve meeting space, ensure appropriate equipment/materials are available, coordinate hospitality services as needed.
Liaison and Teamwork
Liaise with portfolio organizations, investors, guests, and all Client personnel in a professional and courteous manner adhering to Client culture and values statements.
Act in discreet and professional manner with others; sensitivity to the confidential nature of the Firm’s business and consistently uphold such confidences, using this information only in the course of performing your job for Client.
Act as a team player, including taking on additional tasks to support colleagues and the Firm and offering to help before being asked.
Requirements
Ability to manage highly sensitive, confidential information with complete discretion.
Ability to manage a high volume of work, multi-tasking and prioritizing tasks and projects according to what is most time-sensitive.
Excellent written communication and research skills.
Extensive experience managing complex and fluid calendars.
Excellent organizational skills to support the productivity of the whole team (i.e. filing systems, trackers, contacts).
Critical thinker; excellent judgment; proactive and able to anticipate Executive’s needs.
Team player capable of working with internal and external stakeholders in a way that reflects the Firm’s core values and principles (high integrity, apolitical, non-arrogant, commitment to excellence, treating others with respect).
Four plus years’ experience as an Executive Assistant; college degree preferred.
Financial industry knowledge highly desirable.
Why Should You Apply?
Health Benefits
Referral Program
Excellent growth and advancement opportunities
As an equal opportunity employer, ICONMA provides an employment environment that supports and encourages the abilities of all persons without regard to race, color, religion, gender, sexual orientation, gender identity or express, ethnicity, national origin, age, disability status, political affiliation, genetics, marital status, protected veteran status, or any other characteristic protected by federal, state, or local laws.
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Responsibilities
Responsible for providing back-up support to various teams in the Menlo Park office which will require being familiar with each Assistant's workload to provide appropriate coverage.
During back-up coverage, assist executives with a wide range of administrative and executive support-related tasks in a timely manner with high performance and accuracy.
Provide afternoon coverage of the Reception desk on a rotational basis and potentially EA support to junior executives.
Translate requests and requirements into achievable goals and manage the process through which these objectives are met.
Communication and Information Management
Review incoming mail and/or email, prioritize and summarize content, and process replies on own initiative or from Executives’ notes and directives.
Compose, draft, proof, edit, and finalize correspondence including e‑mail and other documents.
Planning
Handle planning logistics for domestic and international travel; provide detailed itineraries, agendas, directions, and backup materials; prepare expense reports in a timely manner ensuring accuracy and submit in accordance with Firm policy.
Manage and monitor Executives’ calendars and anticipate where problems might arise regarding calendar, meeting preparation, needs of executives involved, requests for meetings and telephone calls; communicate potential and/or confirmed changes to involved parties immediately.
Schedule and coordinate meetings and Executive events, inform attendees of dates and time, reserve meeting space, ensure appropriate equipment/materials are available, coordinate hospitality services as needed.
Liaison and Teamwork
Liaise with portfolio organizations, investors, guests, and all Client personnel in a professional and courteous manner adhering to Client culture and values statements.
Act in discreet and professional manner with others; sensitivity to the confidential nature of the Firm’s business and consistently uphold such confidences, using this information only in the course of performing your job for Client.
Act as a team player, including taking on additional tasks to support colleagues and the Firm and offering to help before being asked.
Requirements
Ability to manage highly sensitive, confidential information with complete discretion.
Ability to manage a high volume of work, multi-tasking and prioritizing tasks and projects according to what is most time-sensitive.
Excellent written communication and research skills.
Extensive experience managing complex and fluid calendars.
Excellent organizational skills to support the productivity of the whole team (i.e. filing systems, trackers, contacts).
Critical thinker; excellent judgment; proactive and able to anticipate Executive’s needs.
Team player capable of working with internal and external stakeholders in a way that reflects the Firm’s core values and principles (high integrity, apolitical, non-arrogant, commitment to excellence, treating others with respect).
Four plus years’ experience as an Executive Assistant; college degree preferred.
Financial industry knowledge highly desirable.
Why Should You Apply?
Health Benefits
Referral Program
Excellent growth and advancement opportunities
As an equal opportunity employer, ICONMA provides an employment environment that supports and encourages the abilities of all persons without regard to race, color, religion, gender, sexual orientation, gender identity or express, ethnicity, national origin, age, disability status, political affiliation, genetics, marital status, protected veteran status, or any other characteristic protected by federal, state, or local laws.
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