What are the responsibilities and job description for the Executive Assistant position at Glocap Business Professionals, Administrative, Operations?
Our client, a hedge fund located near the Wesport area is seeking an Executive Assistant to provide high-level administrative support to 2-5 investment professionals. This role requires exceptional organizational skills, discretion, and the ability to manage multiple priorities in a fast-paced environment. The Executive Assistant serves as the primary point of contact for internal and external stakeholders and ensures smooth day-to-day operations. This role will also serve at the office manager for this 50-person office.
Job Details
Job Title: Executive Assistant
Work hours: Mon through Fri; 40 hours per week and must be flexible between the hours of 8 or 9am-6pm
FLSA status: Non-exempt
Salary: $90k-$110k plus Bonus Eligible plus Great Benefits!
Responsibilities:
- Manage and maintain executives’ calendars, including scheduling meetings, appointments, and travel.
- Book travel for your executives and process expenses in the Concur system.
- The Executive Assistant will be based at the reception desk, providing both administrative support and a professional front-facing presence for the office.
- Order catering for conferences and meetings, reserve conference rooms, set up and clean up catering.
- Assist with video conferencing needs in the office.
- Plan and execute office events such as monthly birthday celebrations, cultural events, happy hours, holiday parties etc.
- Assist with logistics when employees visit from other offices.
- Maintain inventory of office supplies and order as needed.
- Partner with the building staff to ensure the pantry/kitchen with all necessary supplies and ensure all items are consistently replenished.
- Order Fresh Direct and unpack groceries when delivered. Clean out the fridge and discard contents prior to restocking.
- Receive and sort incoming deliveries and mail
- Ensure the office is always neat and presentable.
- Assist the HR team with onboarding and offboarding of employees.
- Partner with HR to maintain and communicate office updates as necessary.
Required Experience/Skills:
- 5 years of experience supporting senior executives or C-suite leaders, with previous financial services experience required.
- High level of proficiency with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and collaboration tools (Teams, Slack, Zoom).
- Exceptional organizational and time-management skills.
- Strong oral and written communication skills.
- Ability to work independently and in collaboration with a team in fast-paced environment.
- Strong attention to detail and a high level of accuracy.
- Proactive problem-solving and a “no task too small” attitude.
- BS/BA or equivalent required.
Salary : $90,000 - $110,000