Job Description
Executive Assistant
The Executive Assistant will partner closely with seasoned members of the investment team to support the day-to-day and underline operational functions of each component of the Firm (Operations, Compliance and Executive Assistant). In this role, the candidate will perform duties for our high-net worth and institutional clients involving performance reporting, new client on-boarding, portfolio management and trading activities, and working with the investment team to complete ad-hoc projects according to our clients' needs and deadlines.
Responsibilities:
* Perform the day-to-day client operational related duties including client correspondence, requests, and reporting.
* Perform operational activities related to the new account openings for high-net worth and institutional clients.
* Assist with client monthly filing and reporting.
* Assist in maintaining and updating client information through the Firm's Client Relationship Management System.
* Manage the Firm's quarter-end billing process with supervision.
* Support the CCO in the retention of client & Firm records.
* Utilize and maintain the Firm's operations tools and technologies.
* Support the effort for constant improvement of the "client experience".
* Serve as the primary point of contact for internal and external stakeholders, including corporate and executive-level clients.
* Manage executives' calendars, schedule meetings, and coordinate travel arrangements.
* Prepare and edit correspondence, reports, and presentations for senior management.
* Coordinate office operations, including facilities management, supplies procurement, and vendor relations.
* Plan and execute corporate events, meetings, and conferences
* Assist with special projects and initiatives as assigned by senior management.
Qualifications & Skills:
* Bachelor's Degree from an accredited college or university in Finance, Accounting, Economics or Finance Related
* 5-6 years of investment operations experience preferred
* Strong quantitative and analytical skills; organized with attention to detail
* Strong ability to take initiative and work on multiple tasks and projects at one time
* Strong time management, team coordination, and communication skills
* Advanced knowledge of Microsoft Excel, PowerPoint, and Word
· Assist with special projects and initiatives as assigned by senior management
· Uphold a professional and welcoming atmosphere in the office, greeting visitors and managing phone calls with professionalism and courtesy
Requirements:
· Bachelor's degree preferred
· Proven experience as an executive assistant or office manager, preferably in the finance or real estate industry
· Proficiency in Microsoft Office suite (Word, Excel, PowerPoint, Outlook) and other office software
· Excellent communication skills, both written and verbal, with the ability to interact effectively with diverse stakeholders
· Strong organizational and time management skills, with the ability to prioritize tasks and meet deadlines
· Discretion and confidentiality when handling sensitive information
· Adaptability and flexibility to thrive in a dynamic and fast-paced environment
· Professional demeanor and appearance, with a commitment to providing exceptional customer service
All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. 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.
To apply please email your resume to lcamac@ultimatestaffing.com
