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Elementum Advisors, LLC · 1 day ago

Executive Assistant

Florida, United States

Full-time

Hybrid

Senior Level

$60K/yr - $70K/yr

5+ years exp

Elementum Advisors, LLC is seeking an Executive Assistant to support their Catastrophe Bond Investment and Business Development Teams. The role involves managing calendars, coordinating travel, and providing administrative support to senior leaders while maintaining confidentiality and professionalism.

AdviceAsset ManagementFinancial ServicesImpact Investing

Responsibilities

Providing daily administrative support for designated leaders, effectively prioritizing conflicting needs and addressing matters promptly while upholding a high level of confidentiality

Proactively anticipate needs, take the initiative to address matters without being prompted. Establish a reminder system for regular requests and plan ahead for upcoming meetings

Coordinating and facilitating meetings and events, both onsite and offsite, by managing logistics, arranging catering, and assisting with the preparation and production of meeting materials

Planning all aspects of international and domestic travel, identifying potential travel conflicts, and addressing unforeseen travel issues as they arise, working swiftly to resolve them

Managing expense receipts and reports through Expensify for all travel related to the two supported teams, ensuring timely submission of reports

Maintaining a comprehensive database of key contacts in each city/region, tracking historical meeting dates and agendas. Leverage the database to flag contacts and plan travel schedules to optimize efficiency

Creating, editing, and proofreading correspondence, agendas, presentations, expense reports, and various other documents

Overseeing extensive calendar management across multiple time zones, highlighting upcoming meetings and preparing advance materials as necessary

Debriefing after trips and key meetings to capture notes and next steps, tracking follow-up activities

Acting as the primary point of contact for assigned leadership within the firm, scheduling meetings, crafting agendas, and tracking important emails or notes for follow-up

Performing other duties as required

Qualification

Executive Assistant experienceCalendar managementTravel arrangementsMicrosoft Office SuiteCommunication skillsAnalytical skillsInterpersonal skillsAttention to detailOrganizational skillsTeam player mentality

Required

Bachelor's degree or equivalent work experience

5+ years of proven experience as a trusted executive assistant to a senior executive team

Excellent interpersonal skills; the candidate will have significant contact with outside investors, board members, and senior management

Proven track record in handling complex travel arrangements and travel issue resolution

Professional demeanor at all times by exhibiting discretion and sound professional judgment

Excellent written and verbal communication skills

Keen attention to detail, highly organized, and process driven

High proficiency in calendar management and Microsoft Office Suite

A positive attitude and an ability to work independently. Adaptability, flexibility, proactivity, and openness to feedback are critical to the candidate's success

The ability to collaborate effectively with others at all levels of the firm

Flexibility to work the hours necessary to execute on deliverables

Ability to prioritize tasks and achieve results in a cross-functional team environment

Team player mentality with strong communication skills

Strong analytical skills; ability to identify problems and recommend solutions

Thrive in a fast-paced working environment with rapidly shifting priorities and needs