Groupe Insearch is hiring: Executive Assistant – Credit & Markets in San F

Send your resume to info@insearchsf.com with the job id. POSITION: HOURS: Hours: 7:00am-3:30pm + OT as needed ( schedule is subject to change ) ATTRACTIVE FACTORS: Be a part of an exciting, team-oriented environment Work alongside very bright, enthusiastic people who are passionate about what they do Opportunity to interface/interact with high-profile and interesting clients Work/life balance Full kitchen: breakfast, lunch and dinner Gym/wellness reimbursement ($750 annually) Company outings (Giants Games, Happy Hours, Holiday parties) Large EA team (20+ admins in SF) Continuing Education and Professional Development: Participate in appropriate continuing education or professional development classes to enhance job performance and gain or improve skills required for the position KEY RESPONSIBILITIES: Communication and Information Management • Monitor heavy and fluctuating calendar, high volume of calls, e-mails, and flow of communication. • Compose, draft, proof, edit, and finalize correspondence including e-mail and other documents. • Screen all calls for executive and handle all inquiries within capacity. • Track Executives’ meetings, as well as necessary follow up in the proprietary investor database/CRM. • Review incoming mail and/or email, prioritize and summarize content, and process replies on own initiative or from executive’s notes and directives. • Plan and coordinate monthly and weekly team meetings as requested. • Familiarity with policies as outlined in the handbook and on-line, including but not limited to, travel, personal stock, IT, and record retention. • Execute and manage both recurring and ad hoc projects such as database management, research requests and maintenance of information packages. Planning • Handle planning logistics for complex domestic and international trips using the Firm’s contracted travel agency; provide detailed itineraries, agendas, directions, and backup materials. • Prepare expense reports in timely manner ensuring accuracy and submit in accordance with Firm policy. • Monitor executive’s 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 complex meetings and executive events requiring detailed logistics handling and problem solving, inform attendees of dates and time, reserve meeting space, ensure the appropriate equipment/materials are available, coordinate hospitality services as needed; assist with various off-site meetings as requested in an upbeat and professional manner. • Liaise with portfolio organizations, investors, guests, and all personnel in professional and courteous manner adhering to our 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 and use this information only in the course of performing your job. • Act as a team player, including taking on additional tasks to support colleagues and the Firm and offering to help before being asked; give credit where credit is due. • Contribute your talents and efforts to a productive, pleasant, and safe working environment. • Assist and provide phone coverage for additional executives when necessary. • Assist guests with general office support and reservations (travel, dinner, and local transportation, etc). TOP KEYS FOR CLIENT: • A minimum of three years’ experience; college degree • Ability to manage highly sensitive, confidential information with complete discretion. • Demonstrates good judgement; skilled at developing and maintaining relationships representing the firm in a professional manner. • Ability to manage a high volume of work, prioritize tasks and projects according to what is most time-sensitive; strong attention to detail. • Sense of urgency; ability to work in a fast-paced, dynamic environment and flexible attitude when responding to changes. • Self-motivated; proactively identify areas for improvement to better streamline team workflow; can think “outside of the box.” • Excellent verbal and written communication skills; presents ideas clearly and communicates openly and effectively with team; facilitate multi-directional information flow. • Team player who can work collaboratively or make decisions quickly and independently as needed. • Ability to perform general office duties including opening mail, printing, collating materials, photocopying, faxing, and mailing materials. • Capable of working in a way that reflects the Firm’s core values and principles. • Technically proficient; Advanced computer skills using Microsoft Office Suite: Word, Excel, PowerPoint, and Outlook; able to quickly and accurately produce/edit spreadsheets and presentations. #J-18808-Ljbffr