65 applicants

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Company

Original Job Post

424 Capital · 6 days ago

Executive Assistant Office Manager

Wakefield, MA

Full-time

Hybrid

Entry Level

3+ years exp

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Financial Services

Hiring Manager

Sarah Shannon

Insider Connection @424 Capital

Discover valuable connections within the company who might provide insights and potential referrals, giving your job application an inside edge.

Responsibilities

Provide exceptional calendar management for 424 Partners

Work closely with Partners to keep them well informed of upcoming commitments and responsibilities and anticipate needs ahead of scheduled calls, meetings, and conferences

Manage Partner travel arrangements, including airfare, hotel, and transportation accommodations. Monitor trips as needed, manage changes and cancellations, and communicate changes to all appropriate parties. Coordinate TSA and passport renewals as needed.

Schedule and coordinate portfolio company Board of Directors meetings. Follow through on necessary action items as needed.

Act as a liaison and provide support between 424 Partners, portfolio company CEOs, and portfolio company Board of Directors

Assist in the preparation of materials for meetings that 424 Partners are required to attend

Maintain complete confidentiality on all sensitive business matters with tact and professionalism

Manage Partner contact information

Maintain electronic and paper filings

Take meeting notes, and assist with relevant correspondence on the Partners’ behalf as needed

Represent 424 and the Portfolio Companies in a positive light through a positive attitude, exceptional follow-through skills, and sound judgment

Coordinate team culture initiatives and assist with marketing

Manage all office matters and manage relationships with vendors (building management, office suppliers, etc.)

Manage Zoom meetings, conference room, and conference line schedules

Assist members of the team with the scheduling and coordination of various external meetings

Manage office technology with the support of 424’s outsourced IT company

Provide general support to external contacts: greet visitors and answer calls

Order/stock food orders, office supplies, and special orders

Coordinate team lunches, Board meeting meals, etc.

Assist with planning and execution of special events such as offsites and other team-building activities

Assist other members of the firm with ad hoc requests as needed

Qualification

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Administrative experienceMicrosoft Office proficiencyEnglish language skillsProject managementProblem-solvingHard-workingInterpersonal skillsOrganizedAdaptabilityProactiveVerbal communicationManagement styleTeam culture enhancement

Required

3+ years prior administrative experience preferred

Advanced proficiency in Microsoft Outlook, Word, Excel, and PowerPoint.

Excellent English grammar, spelling, punctuation, and writing skills.

Excellent interpersonal skills: ability to establish and maintain effective working relationships across multiple sectors, including with C-level executives

Extremely organized with strong attention to detail

Enjoys juggling multiple projects, adheres to tight deadlines, handles ambiguity comfortably, and can adapt to evolving circumstances

Proactive approach in taking on responsibility and willingness to help others when necessary

Excellent verbal and communication skills

Thoughtful and approachable management style

Commitment to enhancing a team culture of inclusion, belonging, and equity

Bachelor’s degree or equivalent experience

Applicants must be currently authorized to work in the United States on a full-time basis.