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Executive Administrative Assistant

Posted 2 years ago in Legal

Position Description

Position Title: Executive Assistant to a Leading private equity investment firm. The Executive Assistant candidate will be responsible for providing a high level of quality support to senior level professionals in a fast paced environment.

Human Relations: Must be able to work collaboratively and effectively with all levels of personnel including internal senior management, administrative staff and external strategic business partner contacts. Must be a team player as well as work for multiple people.

Essential Job Functions:

Typical EA duties, calendar, travel (most domestic and sometimes private jets), gate keeping

Must have very professional presence and a firm grasp of grammar/spelling/proofing

Anticipation of things before they happen and the ability to be proactive. Not waiting to be told what to do but rather doing it and telling people what is next. Will be given an iPhone for those after hour emails and items to take care of…not a lot of OT

May need to be available at certain periods during the year (i.e., associate recruiting process, various firm events).

Must be able to work collaboratively and effectively with all levels of personnel including internal senior management, administrative staff and external strategic business partner contacts

Provide proactive support for individuals they support to determine needs.

Coordinate extensive travel schedules, conference calls and meetings

Arrange conference rooms and catering for meetings, updating calendars with conference rooms and phone numbers utilizing outlook

Prepare correspondence, memos, spreadsheets and presentations utilizing MS Word, MS Excel and MS PowerPoint

Complete and track expense reports

Perform administrative and related duties that are broad, varied and often confidential

Open and separate mail accordingly

Confirm meetings/calls for the following day

Send packages via FedEx and messenger

General filing

Copying, scanning and faxing

Setting up of deal files

Other Job Duties:

General administrative office duties such as backing up other EA’s etc.

Education/Experience Requirements:

A minimum of 4 years executive administrative experience supporting higher level management

Superior organizational skills, ability to prioritize and strong attention to detail

Articulate, proactive and able to effectively multi-task

High level of professionalism with strong verbal and written communication skills

Proficient in Outlook, MS Word, Excel and PowerPoint. Ideally have experience with Concur expense management and Salesforce software programs.

Positive disposition, a high degree of judgment, initiative and discretion

Willingness to take on new tasks and be self-motivated

About Jean Kripton Inc.:

Jean Kripton Inc. is a boutique staffing firm serving Chicago and its surrounding suburbs for over 25 years. Our clients include, top law firms, corporations and government entitites. Our specialites include: legal, support staff, accounting, and finance, administrative, human resource professional, on a direct-hire and temporary/temp to perm basis. If you are seeking top talent or are wanting to find the right position, we are the firm to choose.

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