Executive Assistant Job at FS Investments in Philadelphia

FS Investments is seeking an Executive Assistant who will provide administrative support and assist in a variety of administrative tasks to support senior leaders and C-Suite executives.

The ideal candidate will have strong organizational, time management and communication skills. The Executive Assistant will coordinate with the administrative team and internal colleagues for all administrative functions across the organization. This is an on-site role that requires a 24/7 mindset to provide high-quality administrative support to the executive team.

The successful candidate is responsible for:

* Admin Support

* Maintain a strong office presence for requests from various colleagues and internal/external contacts. Act as a point of contact for all requests.

* Screen and distribute incoming calls, emails and other requests.

* Draft and edit business and personal correspondence.

* Handle ad hoc requests such as document conversions, mailings, signatures, etc.

* Work with multiple teams and other administrative support on scheduling, planning events, and managing department-specific projects.

* Calendar Management

* Plan, coordinate, confirm and closely monitor all calendar of events, following and respecting calendar preferences.

* Track and monitor reoccurring events and meeting statuses, follow up on agendas, attendance, preparation and coordination.

* Schedule meetings for business and personal appointments for weekday and weekend schedules, and proactively manage long range calendar mapping.

* Proactively prep for daily in-person calendar and logistics meetings. Work closely with executive to keep well informed of upcoming meetings and responsibilities.

* Prioritize conflicting needs and rescheduling requests regarding calendar appointments.

* Set up in-person, virtual and off-site meetings and meeting rooms, greeting guests and keeping executive on schedule.

* Anticipate and troubleshoot technology issues related to meeting connections. Conduct demos and trial runs to ensure stable connections.

* Work with administrative staff, departments and outside vendors or business partners to coordinate meetings in internal or external offices.

* Travel Management

* Set up local, regional, and domestic travel, including both private and charter services.

* Closely monitor various travel options and quotes, tracking memberships and balances for various accounts and facilitate purchasing of additional travel when necessary.

* Heavy coordination of all local and domestic outings with hotel and concierge requests.

* Coordinate and book other C-Suite Executive travel by request.

* Expense Management

* Manage review process for all expenses, identifying unique transactions and fraudulent activity.

* Routinely handle fraud alert calls/texts when necessary.

* Prepare and track incoming invoices and submit expense reports, review expense allocations, handle personal reimbursement and payments.

Qualifications:

* Bachelor's Degree preferred.

* 5+ years executive assistant experience supporting C-Suite level executives.

* Assertive, self-confident and comfortable interacting with senior leaders and executives.

* Strong organizational and communication skills. Demonstrates a high degree of professionalism and discretion.

* Proficient with Microsoft Office, Adobe or similar products.