Executive Assistant Job at Robert Half in Los Angeles

We are in search of an Executive Assistant to join our team in the finance industry, located in the mid-Wilshire area. This role offers a contract to permanent employment opportunity. As an Executive Assistant, you will be tasked with handling administrative functions for the Investment Office, coordinating with various stakeholders, and managing special projects. Previous experience working with Investor Relations is preferred.

Responsibilities:

• Handle all administrative tasks for the Investment Office, exercising independent discretion and judgement in the execution of duties.

• Coordinate communication and meetings with Finance Committee Co-Chairs and Trustees, including travel schedules.

• Facilitate the timely submission of reports by the Chief Investment Officer (CIO) and investment consultants to Finance Committee Co-Chairs and/or Committee.

• Oversee the completion of new investment manager subscription agreements, side letters, or other required documents in a timely manner, collaborating with CIO, Investment Associate, counsel, and investment managers.

• Aid in the organization of the annual offsite Investment Retreat and Finance Committee trip to New York City, ensuring a well-coordinated and seamless event.

• Take on special projects as assigned by the CIO, including assisting in the finalization of Finance Committee investment presentations.

• Attend weekly investment team meetings, taking notes and updating pipeline and workflow reports with input from investment team members.

• Manage Investment Office email distribution lists, download content and reports from various reporting portals, and ensure the CRM system and Investment Office folder are up to date.

• Manage records retention for the CIO office files.

• Demonstrated proficiency in Concur software

• Experience with CRM systems

• Proficient in Microsoft Excel

• Advanced knowledge of Microsoft Office Suites

• Familiarity with Microsoft Outlook

• Proven expertise in calendar management

• Skilled in detail-oriented correspondence

• Experience in supporting C-Suite executives

• Strong documentation skills

• Proficient in creating presentations using Microsoft PowerPoint