We’re looking for an excellent Executive Assistant to support our senior leaders at Polychain Capital. They need to anticipate the needs of the team, independently resolve administration and operational issues, and assist with the day to day scheduling and traveling needs of the executive team. Over time, we’d like this person to develop the insight and understanding of how the leadership team works and learn to serve as a sounding board in brainstorming sessions, as well as draft content for important meetings. The right person will develop into an integral part of the investment and operations team.

 

Responsibilities

  • Be a strategic partner, and handle calendar including adding, canceling and editing meeting requests, as well as ensuring timing and logistical details are in place
  • Plan and coordinate external facing meetings, which may include cross functional teams and outside vendors
  • Be solutions oriented - rather than just surfacing problems, also presents solutions
  • Ensure managers are prepared for all meetings and has all necessary stationery and supplies for the day
  • Receive and direct external visitors
  • Research and compile briefing documents in preparation for meetings and interviews
  • Maintains an efficient flow of information between all levels including internal and external contacts on a wide spectrum of plans and priorities
  • Reviews, proofreads, and formats all correspondence to ensure accuracy and completeness, as well as consistency
  • May attend external meetings and staff meetings, take notes and follow-up on outstanding agenda items
  • Maintains and tracks manager and teams project list and goals.
  • Assist in document management, compilation, distribution and storage
  • Provide coverage for other administrative assistants and EA’s
  • Sounding board, confidant and conduit to keep the executive well informed and help facilitate his/hers decision making
  • Under manager’s mentorship, communicate on their behalf by email, text, or chat
  • Identify issues for escalation and keep in constant communication with others to ensure exec is well informed.
  • Total travel coordination including air and ground transportation, hotel reservations, visas and other travel documentation
  • Compile receipts to file expense reports and track reimbursement status
  • Plan and coordinate team all-hands meetings, internal events, offsites, and all logistical and budget requirements related to the above
  • Team expert and go to person for general requests and questions and keeper of all team resources
  • Initiate administrative processes for efficiency and draft team playbooks and procedures
  • Partner with Facilities, IT and Security to resolve any logistical issues and assist in every way possible to ensure tasks are completed
  • Assist the full life cycle of recruiting including booking interviews, liaising between the hiring team and the candidate, and coordinating on-boarding of new hires
  • Available and responsive to the global nature of the business

 

Requirements

  • BA / BS degree or equivalent work experience
  • Minimum 2 years of administrative support experience or equivalent
  • Resourceful and solutions oriented
  • Demonstrate good decision making judgement  
  • Attention to detail & ability to effectively multitask
  • Strong communication skills and ability to interact with internal and external partners
  • Work well under pressure in a rapidly changing environment
  • Confident and comfortable working with senior leadership
  • Articulate, polished, and concise in all communication (verbal, written, chat etc.)
  • Fantastic organizational skills and great follow-through on tasks
  • Be a problem solver at heart with a genuine interest in learning by helping

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