Executive Assistant

JOB FUNCTION

The Administrative Coordinator position involves providing administrative support to a team of up to 4 investment professionals. We are seeking a candidate who is passionate about and excels in a support role. This role will report directly to the Administrative Manager.

***Hybrid schedule!! Market hours, Amazing benefits including lucrative bonuses, health benefits, PTO, 401k matching, etc.

***Beautiful SF Financial District office with sweeping views***

Responsibilities of the role may include, but are not limited to:

Administrative Support:

• Efficiently manage calendars and facilitate meetings with representatives from public companies, research providers, and industry contacts.
• Act as a gatekeeper for investment professionals, evaluating and managing incoming information and callers, and handling correspondence.
• Engage in communication with sell-side brokers regarding corporate access offerings, research, and models. Compile comprehensive research packets using online resources and research outlets, including brokerage and company reports.
• Aid in tracking meetings and projects using internal systems.
• Organize and coordinate a substantial volume of domestic and international travel arrangements, along with preparing detailed travel itineraries.
• Prepare expense reports, maintaining a solid understanding of travel and entertainment policies and compliance procedures.
• Assist with event planning and contribute to ad hoc projects as necessary.
• Provide backup coverage for an Investment Assistant.

Office Management:

• Warmly welcome and assist guests, ensuring smooth logistics for on-site meetings.
• Receive and distribute mail and package deliveries, as well as prepare outgoing FedEx shipments.
• Facilitate lunch orders and manage lunch deliveries, while effectively communicating with team members.
• Maintain the general office, supplies, and kitchen area, restocking items as needed.
• Coordinate and collaborate with building contractors to schedule office maintenance tasks.

QUALIFICATIONS

The ideal candidate should have:

• An undergraduate degree with a proven academic track record.
• 2-3 years of administrative experience in the financial industry required.
• Excellent organizational and communication skills.
• Proficiency in Microsoft Office suite (Outlook, Excel, Word, and PowerPoint).
• Demonstrated customer service orientation.
• Previous experience in a support role within a team environment.

The ideal candidate possesses the following qualities:

• Strong interpersonal skills: able to work well with colleagues within the firm and external stakeholders, building professional relationships.
• Team-oriented: willing to collaborate with team members and assist with ad hoc tasks and requests to ensure all needs are met.
• Effective communicator: able to communicate clearly and directly in a fast-paced work environment.
• Proactive: capable of recognizing, anticipating, and addressing needs with a sense of urgency.
• Sound judgment: able to handle sensitive or confidential information discreetly.
• Accountability: takes ownership of individual responsibilities and work product.
• Process-oriented: pays close attention to detail and strives for continuous improvement.
• Experience within the Financial Industry is a plus.

****4 days Onsite role – Local Candidates Only****

Pacific Placement Group, LLC.