Executive Assistant

Eastdil Secured • San Francisco, CA

27d • $90,000 - $95,000 • Onsite

About The Position

This position is a full-time, in-person, role in our San Francisco, CA office. An Executive Assistant with Eastdil Secured performs a broad variety of administrative tasks in a fast-paced work environment. This role provides administrative support to multiple transaction professionals as well as back-up support to the broader team and office. Teamwork is integral to this role and the ability to work well with all levels of internal team members as well as outside clients and vendors is required.

Requirements

• 5+ years of experience in a corporate environment working with senior-level executives
• Very strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
• Strong interpersonal skills and the ability to build relationships across the broader team and the firm
• Expert level written and verbal communication skills
• Demonstrated proactive approaches to problem-solving with strong decision-making capability
• Emotional maturity
• Highly resourceful team-player, with the ability to also be extremely effective independently
• Proven ability to exercise discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response
• Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment
• Forward looking thinker, who actively seeks opportunities and proposes solutions
• Experience coordinating complex calendars & managing expenses for multiple team members
• Tech-savvy and excellent computer skills. Proficient in MS Office (Outlook, Excel, Word, and PowerPoint), Microsoft TEAMS and Zoom
• Apple device required for remote connectivity
• Must be able to work in the United States without sponsorship and maintain the ability to work in the U.S. without sponsorship throughout employment.

Nice To Haves

• Bachelor’s Degree, preferred
• Concur expense management and travel booking experience a plus

Responsibilities

• Provide administrative support to transaction professionals with complex needs, including travel, itineraries and agendas and meeting calendars
• Works closely with transaction professionals to keep them well informed of upcoming commitments and responsibilities, following up appropriately
• Acts as a “barometer”: having a sense for the issues taking place in the environment and keeping the team updated as needed
• Plan, coordinate, and ensure meetings are scheduled, rescheduled, or prioritized based on business needs
• Own “Gateway” role: communicating with broader team constantly to increase efficiency
• Establish and implement team scheduling best practices by leveraging ES software and applications
• Completes a broad variety of administrative tasks in addition to managing time and travel, including tracking expenses, completing & submitting expense reports within required deadlines, composing, and preparing correspondence, processing charitable contribution requests, and managing client gifts and entertainment, in accordance with gift and entertainment policies and procedures
• Assist in editing, formatting, and printing presentations and documents using Power Point, Word, Excel and PDF
• Completes personal requests as needed (personal travel, errands, etc.)
• Successfully completes all aspects of deliverables with a proactive, hands-on, solutions-oriented approach
• Provide occasional back-up support to other Executive Assistants, including supporting the transaction process, and collaborate with support teams across multiple offices
• Provide executive deal administrative support as needed to transaction professionals and deal team
• Support transaction and deal team by managing and organizing internal database, assisting with deal marketing process, ensuring timely distribution of marketing materials, performing data reporting using Eastdil Secured proprietary applications, and coordinating with internal and external counsel as needed
• Proactively manage end-to-end deal administration process, including coordinating closing dinners, arranging event related items such promotional materials, wine distribution, etc.
• Lead the planning and execution process for internal & external events on behalf of the team and supporting other events as needed (closing dinners, small happy hours, golf outings, etc.) that require both short-term & long-term planning and strong project management skills
• Track key milestones, including budget, attendee management, risk management, as well as venue, transportation, and accommodation confirmation
• Proactively submit Gift & Entertainment approvals according to policy
• Act as onsite coordinator day-of to ensure seamless event delivery

Benefits

• Some travel may be required

What This Job Offers

• Job Type: Full-time
• Career Level: Executive