Executive Assistant at United Capital Financial Partners
Newport Beach, CA, US
I. SUMMARY

The Executive Assistant provides administrative support to the Chief Financial Officer, Chief Platform Officer and the Compliance Team. This is a fast-paced environment which requires a high level of professionalism and organization coupled with managing several tasks at once. The scope of this position includes making travel arrangements, meeting and event arrangements, preparing various reports, assisting with training support staff, project coordination, tracking documents for signature, problem identification/resolution and other tasks and functions to ensure the objectives, projects and initiatives of the Executives are supported. You will work productively in a team environment, as well as independently to provide support and coordination of the Executives’ initiatives, and have a demonstrated ability to multi-task, take initiative and work proactively to solve problems with minimal guidance.

The ability to manage multiple priorities and tasks in a fast paced environment is essential in this role.

II. ESSENTIAL DUTIES & RESPONSIBILITIES

Travel coordination and preparation

Coordinating meetings and conference calls

Coordinate meals and refreshments for meetings
Prepare expense reports and agendas

Create/update various spreadsheets and PowerPoint presentations

Assist with phone coverage

Assist with event coordination

Participate in special projects

III. POSITION SPECIFICATIONS

Experience and Education

Proven track record of dependability

Experience with GoToMeeting and Google Docs a plus

A bachelor’s degree and/or related work experience is preferred
0 -5 years’ of previous administrative experience supporting multiple executives
Experience with complex travel arrangements: (i.e.: Multi-city itineraries and international travel)
Comfortable with being a “team player” and doing whatever is needed to ensure objectives are met
Demonstrated flexibility and ability to work independently as well as within a group
Experience in managing multiple competing priorities

Skills and Knowledge

Self-starter, action-oriented, quick learner and able to multi-task

Strong calendar management skills are essential

Must be proficient in Excel, PowerPoint and Word

Tech savvy

Excellent grammar, spelling and email etiquette

Strong execution, coordination skills and follow-up, with a strong attention to detail

Ability to focus/manage multiple priorities while maintaining a positive attitude

Must possess a polished, professional demeanor
Ability to quickly identify problems, and the resources necessary to resolve said problems
Takes responsibility, demonstrates personal integrity, honesty and handles confidential information with the utmost discretion.

Strong written and verbal communication skills. Must be able to communicate with all levels of staff, and facilitate positive business outcomes.

Flexibility to adapt to last minute changes and requests
Ability to work efficiently, effectively, and independently, with minimal supervision, and see requests through to conclusion.