Executive Assistant to Global Client Solutions

Company: Groupe Insearch
Location: San Francisco
Posted on: April 7, 2025

Job Description:

Executive Assistant to Global Client SolutionsJOB ID: EB-1465607034Send your resume to with the job IDPOSITION:Executive Assistant - Global Client Solutions (KCS)HOURS:Hours: 8:30am-5:00pm + OT as neededATTRACTIVE FACTORS:

• Be a part of an exciting, team-oriented environment in a beautiful office
• Work alongside very bright, enthusiastic people who are passionate about what they do
• Opportunity to interface/interact with high-profile and interesting clients
• Work/life balance
• Full kitchen: breakfast, lunch and dinner
• Gym/wellness reimbursement ($750 annually)
• Company outings (Giants Games, Happy Hours, Holiday parties)
• Large EA team (20+ admins in SF)
• Continuing Education and Professional Development: Participate in appropriate continuing education or professional development classes to enhance job performance and gain or improve skills required for the positionKEY RESPONSIBILITIES:Communication and Information Management
  • Monitor heavy and fluctuating calendar, high volume of calls, e-mails, and flow of communication.
  • Compose, draft, proof, edit, and finalize correspondence including e-mail and other documents.
  • Screen all calls for executive and handle all inquiries within capacity.
  • Track Executives' meetings, as well as necessary follow up in the proprietary investor database/CRM.
  • Review incoming mail and/or email, prioritize and summarize content, and process replies on own initiative or from executive's notes and directives.
  • Plan and coordinate monthly and weekly team meetings as requested.
  • Familiarity with our policies as outlined in the handbook and online, including but not limited to, travel, personal stock, IT, and record retention.
  • Execute and manage both recurring and ad hoc projects such as database management, research requests, and maintenance of information packages.Planning
    • Handle planning logistics for complex domestic and international trips using the Firm's contracted travel agency; provide detailed itineraries, agendas, directions, and backup materials.
    • Prepare expense reports in a timely manner ensuring accuracy and submit in accordance with Firm policy.
    • Monitor executive's calendars and anticipate where problems might arise regarding calendar, meeting preparation, needs of executives involved, requests for meetings and telephone calls; communicate potential and/or confirmed changes to involved parties immediately.
    • Schedule and coordinate complex meetings and executive events requiring detailed logistics handling and problem solving, inform attendees of dates and time, reserve meeting space, ensure the appropriate equipment/materials are available, coordinate hospitality services as needed; assist with various off-site meetings as requested in an upbeat and professional manner.
    • Liaise with portfolio organizations, investors, guests, and all personnel in a professional and courteous manner adhering to our culture and values statements.
    • Act in a discreet and professional manner with others; sensitivity to the confidential nature of the Firm's business and consistently uphold such confidences and use this information only in the course of performing your job.
    • Act as a team player, including taking on additional tasks to support colleagues and the Firm and offering to help before being asked; give credit where credit is due.
    • Contribute your talents and efforts to a productive, pleasant, and safe working environment.
    • Assist and provide phone coverage for additional executives when necessary.
    • Assist guests with general office support and reservations (travel, dinner, and local transportation, etc).TOP KEYS FOR CLIENT:
      • A minimum of three years' experience; college degree
      • Ability to manage highly sensitive, confidential information with complete discretion.
      • Demonstrates good judgement; skilled at developing and maintaining relationships.
      • Ability to manage a high volume of work, prioritize tasks and projects according to what is most time-sensitive; strong attention to detail.
      • Sense of urgency; ability to work in a fast-paced, dynamic environment and flexible attitude when responding to changes.
      • Self-motivated; proactively identify areas for improvement to better streamline team workflow; can think "outside of the box."
      • Excellent verbal and written communication skills; presents ideas clearly and communicates openly and effectively with team; facilitate multi-directional information flow.
      • Team player who can work collaboratively or make decisions quickly and independently as needed.
      • Ability to perform general office duties including opening mail, printing, collating materials, photocopying, faxing, and mailing materials.
      • Capable of working in a way that reflects the Firm's core values and principles.
      • Technically proficient; Advanced computer skills using Microsoft Office Suite: Word, Excel, PowerPoint, and Outlook; able to quickly and accurately produce/edit spreadsheets and presentations.
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Keywords: Groupe Insearch, San Francisco , Executive Assistant to Global Client Solutions, Other , San Francisco, California