Executive Assistant

Job Summary/Company: 

A collaborative local investment management firm seeks detail-oriented Executive Assistant to support COO and Operations team.  Seeking a detail oriented professional who can partner with Operations team on projects schedule management, meeting support and other duties.  Apply now or call (202) 463-5100!

Responsibilities:

​Provide all aspects of administrative support to a minimum of two busy senior executives (COO and Sr. Managing Director).  The support required includes, but is not limited to, successfully managing all details of complex calendars; complicated travel schedules; assist with communications of a busy office; and provide support that is necessary to aid a busy executive in their obligations.

Schedule management and maintenance:

• Manage calendar, handle meeting set-up/physical logistics, conference call, webinars, and web call arrangements, and special event planning.
• Work effectively with other meeting participants to efficiently and effectively schedule meetings.
• Be aware of conflicts and adept at keeping manager aware of updates and working around conflicts in a proactive and skilled manner.
• Make travel and guest arrangements (both domestic and international) and understand executives’ travel preferences and requirements.
• Reservations (e.g. restaurants, shows, conferences). 

Inquiry management:

• Receive incoming requests, prioritize, and communicate to staff.
• Read and analyze incoming memos, submissions, and reports to determine their significance and plan their distribution.
• Open, sort, and distribute incoming correspondence.
• Prepare responses to correspondence containing routine inquiries. 

Executive communication management:

• Prepare and manage various reports, presentations, memos, letters, policies, executive communications, and other documents using word processing, spreadsheet, database, or presentation software.
• Conduct research and complete assigned projects on time.
• File and retrieve emails, documents, records, and reports. 

Event and Meeting Support:

• Efficient and accurate minute taking at official meetings
• Provide support in creating and producing materials for client and board meetings.
• Facilitate meetings utilizing current available technology tools such as voice and video conferencing.
• Assist in planning and managing a variety of company events. 

Qualifications/Background Profile:

• Executive Administrative Support experience supporting two or more senior executives.
• Associate or Bachelor’s Degree and/or a minimum of 7 years professional experience.
• Exemplary written and verbal communication.
• Demonstrated ability to work independently and prioritize multiple, high-priority tasks.
• Ability to interact with people at all different levels including senior management.
• Unimpeachable judgment and discretion in handling confidential information.
• Flexibility to perform job tasks outside of job description when necessary.
• Strong working knowledge of Microsoft Office Suite.
• Ability to work independently on various projects from conception to completion
• Must be able to work under pressure, at all times, to manage or work through a variety of activities and confidential matters with discretion.

Qualified candidates should send their resume OR call Sparks Group for additional details. Please note resume must include a valid email address in order to be considered. 

We look forward to discussing your background, your current job search, and your potential career path with Sparks Group!