Executive Assistant - Irvine
Job Details
Experienced
Irvine Office - Irvine, CA
Admin - Clerical
Executive Assistant - Irvine

Under general supervision of and reporting directly to the Senior Managing Director, serves as confidential assistant to the Senior Managing Director and is responsible for performing a variety of secretarial and administrative support functions.

 

Duties and Responsibilities

 

  • Responsible for the efficient, effective, and professional provision of administrative and secretarial support for the office activities of the Senior Managing Director. 
  • Assist the Senior Managing Director with coordination of department activities, including day-to-day scheduling and long-range planning of meetings and events. 
  • Schedule and arrange travel for the Senior Managing Director.
  • Prepare detailed itineraries and update calendars with travel and meeting details.
  • Coordinate in-person and virtual meetings using Zoom and Teams, across multiple time zones.
  • Gather and organize materials for meetings and trips. 
  • Plan, organize, and coordinate own workload throughout the day.
  • Manage and maintain electronic and manual filing storage and retrieval systems with minimal supervision, including confidential files. 
  • Represent Pathway Capital Management by serving as initial contact for the office of the Senior Managing Director by answering, screening, and transferring calls to the Senior Managing Director as appropriate. Greet guests on behalf of the Senior Managing Director.
  • Use appropriate judgment and knowledge to respond to inquiries from internal and external sources.  
  • May assist in the research and compilation of data for meetings and special projects. 
  • Provide general clerical and administrative support to the Senior Managing Director
  • Provide calendar management and meeting coordination for Senior Managing Director.
  • Provide any personal assistance Senior Managing Director may need.
  • Collect and record expense receipts; prepare and submit expense reports. 
  • Assist in binding and printing needs.
  • Copy, scan, and distribute materials.
  • Collaborate with other executive assistants to schedule meetings and administer backup support. 

 

 

Knowledge/Skills/Abilities

 

  • Maintain strict confidentiality.
  • Set priorities and meet inflexible deadlines exercising good judgment (e.g., prioritizing tasks that are most critical and bound by time restraints).
  • Represent the Senior Managing Director as assigned, always presenting a positive, professional image to the general public and other departments.
  • Exercise good independent judgment to effectively plan, coordinate, and organize various administrative and clerical support activities.
  • Work independently within broad policies and procedures.
  • Acute attention to accuracy and detail.
  • Possess excellent follow-up skills. 
  • Sharpened multi-tasking skills.
  • Ability to adapt and remain flexible with changing priorities and schedules.
  • Polished written and verbal communications skills.
  • Proactive, well organized and able to handle a wide variety of activities and confidential matters with discretion. 
  • Communicate with co-workers, management, and the general public in a clear, concise, and diplomatic manner. 
  • Work cooperatively with others as a member of a service-oriented team.
  • Proficient in Microsoft Office (Outlook, Word, Excel, PowerPoint) and can learn new computer skills and software easily and quickly.

 

 

Headquarters - Irvine, California
Providence, Rhode Island
London, UK