Senior Team Assistant

Cambridge Associates•San Francisco, CA

1d•$81,070 - $105,380

About The Position

Position Overview The Senior Team Assistant will perform a wide variety of administrative functions to an assigned group, which may include Investment Directors, Investment Associates, and department staff. In addition, a Senior Team Assistant will take on high-level duties such as conducting research, creating materials, preparing correspondence, and special projects. The Senior Team Assistant will respond to information requests, exhibit excellent judgement, think outside the box, and consistently seek to contribute to those he/she supports, our clients, and the firm at large by assuming greater responsibilities. The Senior Team Assistant may also mentor staff and take on leadership roles.

Requirements

4 or more years of administrative/secretarial experience.
Advanced knowledge of MS Word, Excel (levels 1 and 2), PowerPoint, and Outlook is required.
Proactive approach to problem solving with strong decision-making capabilities
Ability to multi-task and prioritize multiple requests
Excellent organizational skills and attention to detail
In depth knowledge of administrative procedures and tools
Ability to use resources efficiently and effectively
Eagerness to learn and ability to work independently while being a team player
Exhibits initiative to forge productive cross-team/department relationships with members who are high frequency touch points
Excellent writing and proofreading skills with an emphasis on accuracy, spelling, punctuation, and grammar
Strong verbal skills with ability to listen and mentor others
Must be able to maintain a high degree of confidentiality
Ability to communicate effectively cross-office, with clients and other CA departments and interact effectively in a service-oriented environment.

Nice To Haves

Experience with Adobe Acrobat is preferred.
Knowledge of Box, Concur, MS Dynamics, MS Teams, Oracle, WebEx a plus

Responsibilities

Works closely and effectively with Investment Directors and Investment Team to keep them well informed of commitments and responsibilities, informing them of conflicts, and following up proactively
Extensive calendar management: schedule many internal and external meetings involving heavy coordination with internal staff
Make complex and detailed travel arrangements using travel agency and Neo (online travel booking tool)
Manage multiple tasks with a high degree of efficiency and discretion
Support marketing efforts and researching backgrounds and bios when needed
Work with Catering Manager or OS catering support team to support onsite Client and team meetings
Provide administrative support to several Investment Directors and Investment Team:
Create and maintain Box files on behalf of the team
Schedule conference rooms, provide internal and external meeting support in Outlook and in person
Serve as a virtual support resource for MS Teams, Webex and Zoom as needed and on behalf of Investment Team
Monitor MS Teams Channels for team requests
Research information via CA Home and Internet
Prepare and reconcile timesheets, expense reports, and Amex statements
Schedule manager meetings involving coordination with meeting planners
Pull manager comments, manager quarterly letters, and factsheets for Investment Team as needed
Maintain Client Contacts in CRM Dynamics
Organize and manage business contacts in Outlook on behalf of Investment Directors Senior Team Assistant
Communicate and ensure the Firm’s standards for formatting are applied to all correspondence, presentations, and materials
Prepare materials for yearly conferences and speaking engagements
Prepare FedEx labels for shipment
Provide coverage for Investment Directors and management staff during administrative team member absences
Works closely with Administrative Manager to mentor and train team members
May perform special projects and assume certain responsibilities as assigned by the Administrative Manager or Practice Management Teams