Executive Assistant

Our client, an Alternatives Investment Firm, is in search of an Executive Assistant to support two senior members of the firm. The ideal candidate will be proactive, positive, and detail-oriented with a no task too small attitude. 

COMPANY: Global Alternatives Investment Firm 

POSITION: Executive Assistant

LOCATION: Houston, TX 

HOURS: 9am – 6pm

OFFICE REQUIREMENTS: 5 days in office

COMPENSATION: $65-75k + discretionary bonus + excellent benefits (25 days vacation, full medical/dental/vision coverage, etc)

BACHELOR'S DEGREE: Required 

Responsibilities of the Executive Assistant:

-Provide seamless administrative support to Chief Financial Officer and General Counsel

-Manage complex calendars and meeting schedules resolving any conflicts and organizing global calls

-Book all travel, including flights, hotels and car services (international and domestic)

-Excellent communication and time management skills; must meet deadlines

-Coordinate executive communications, including calls, emails, and interfacing with clients

-Anticipate needs of all meetings to ensure their success (i.e.) essential meeting materials needed, greet clients/visitors, arrange food and beverage as needed

-Work closely with Compliance team to track and maintain employees quarterly broker statements

-Process and submit expenses through Concur in a timely manner

-Finalize formatting of PowerPoints used for quarterly board meetings

-Assist the office manager with internal and external corporate events, client dinners and employee gatherings

-Use discretion, confidentiality, and good judgement to handle C-Level matters

-Work closely with the EA’s globally to ensure proper planning among the executive leadership

-Provide ad-hoc support to members in the Houston office

-Work closely with Compliance team to track and maintain employees quarterly broker statements

-Upload and track invoices using the Vendor Management tool

-Ensure office premises are effectively maintained

-Manage the conference rooms, greet guests and log into the security system

-Procure pantry/office supplies, office equipment maintenance, incoming/outgoing mail & courier services

-Organize all company events

-Understand the protocols of the building

-Assist travelers from other offices coming to visit the Houston office

-Handle and distribute all USPS, FedEx & DHL mail

Requirements of the Executive Assistant:

-College degree required

-0-3 years relevant experience, recent college grads welcome

-Microsoft Outlook, Teams, and relevant Excel, PowerPoint, Word experience

-Willingness to be a Team player across several time zones in Asia, Europe and the US

-Responsive and organized, with exceptional notice of detail and time management -Ability to work as part of a team and autonomously with minimal supervision

-Maintain a high-level of responsiveness and occasionally be available for off-hour support

-Strong work ethic and positive attitude

-Verifications of identity, education, prior employment, and references may be required