Ultimate
Executive Assistant
At a glance
Location: US-CA-Newport Beach Map
Posted: 10/18/2019
Closing: 11/17/2019
Degree: Not Specified
Type: Full-Time
Experience: Not Specified
Ultimate
Job description
Provide executive and occasional personal support, to Partner and administrative support to deal and finance teams including general office administration.    

Essential Job Functions
*   Executive Assistance to Partner/Principal/Associates
o    Arrange business travel and prepare expense reports 
o    Maintain calendar and contacts; proactively identify and address opportunities and issues
o    Process mail and emails, answer and manage incoming calls
o    Interface with  employees, portfolio company executives, vendors, etc. via email/phone/in person on Partner's behalf
o    General clerical duties including creating binders, filing, photocopying, and mailing

*    Personal Assistance to Partner
o    Process medical claims and reimbursements, including interfacing with medical service providers
o    Manage personal calendar for Partner (e.g. doctor's appointments, schedule lunches, dinner reservations)

*    General Office Administration 
o    Corporate Traveler liaison
o    Order office and kitchen supplies
o    Administer parking cards/validation stickers for office 
o    Collect and distribute mail
o    Coordinate facility repairs and replacements
o    Portfolio company meeting coordination
o    EA back-up support during EA absence
o    Updating Office Contact Sheet
o    Order business cards, stationary, envelopes, marketing brochure inserts, etc.
o    Maintain and restock copy room and kitchen

Key Attributes
*    Consistently positive attitude and willingness to improve
*    Proactivity - identify Partner needs and challenges and address before or as they arise
*    Customer service orientation 
*    Strong organizational skills, attention to detail, and accuracy
*    Flexibility and adaptability 
*    Strong confidence in own abilities
*    Strong interpersonal skills
*    Strong/professional verbal and written communication skills
*    Teamwork - while this position has a discrete set of responsibilities

Other Required Skills, Abilities, Experience
*    Proficient computer skills and in-depth knowledge of relevant software: Outlook, Word, Excel, PowerPoint 
*    Problem assessment and problem solving
*    Information gathering and monitoring 
*    Planning, organizing, prioritizing
*    Self-starter

We are an equal opportunity employer and make hiring decisions based on merit. Recruitment, hiring, training, and job assignments are made without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, or any other protected classification. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the City of Los Angeles' Fair Chance Initiative for Hiring Ordinance.
Executive Assistant