JOB DESCRIPTION

Position: Executive Assistant and Office Manager

Location: Los Angeles, CA

Status: Exempt/Full-time

The primary role of the Executive Assistant and Office Manager is to provide executive level support to the Co-President, manage office operations, and to support a team of about 10 employees based in Los Angeles.

The position involves providing superior client service to diverse internal and external stakeholders across multiple offices and time zones using various means of communication. The individual in this position must exercise discretion and independent judgment while operating with minimal oversight or direction in significant matters related to Firm operations.

Responsibilities:

• Executive Administrative Support
  • Anticipate the needs of designated senior executives with minimal direction or oversight.

  • Review and analyze various requests and inquiries and respond as appropriate, ensuring all relevant messages are communicated to the designated senior executives in a timely manner.

  • Independently arrange complex and detailed travel plans, itineraries, and agendas for designated senior executives by interfacing directly with airlines, hotels, car service, etc.; resolving any travel-related conflicts or schedule changes; and completing and submitting related expense reports in a timely fashion.

  • Maintain calendars of events and appointments for designated senior executives by scheduling calls, appointments, and meetings; securing meeting space and meeting facilities/catering; and resolving any scheduling conflicts to ensure effective use of time and resources.

  • Coordination of other Artemis colleagues in the New York City, Atlanta and Chevy Chase offices to attend meetings and conferences with Los Angeles team.

  • Handle confidential and non-routine information with extreme confidentiality and sensitivity.
• Management of Office Operations
  • Ensure the effective and efficient operations of the Los Angeles office by:
    • Managing the inventory of supplies and equipment
    • Liaising with the building landlord
    • Coordinating and overseeing various vendors, including IT services, maintenance, and cleaning services
    • Overseeing all front office activities (i.e. the reception area)
    • Managing office and workstation moves
    • Handling other office administration tasks as necessary
• Other
  • Work with team members on special and recurring projects, including the generation of weekly, monthly, and quarterly reports for internal and external distribution.

  • Ensure all marketing materials are uploaded to the appropriate shared drive folders.

  • Provide support to other designated team members as requested.

  • Complete additional tasks and special projects as needed.

  • Support team culture and plan team events and outings as needed.

Required Education and Experience:

• Bachelor’s Degree or equivalent experience.
• Prior related administrative experience supporting multiple senior-level managers in a corporate setting.
• Experience with Concur preferred but not required.
• Advanced experience using the Microsoft Office suite for a wide range of purposes.

Additional Qualifications:

• Outstanding verbal and written communication skills.
• Excellent organization skills and attention to detail.
• Proven experience successfully managing complex calendars and travel itineraries, including modifying schedules on a frequent basis in a professional and efficient manner.
• Proven ability to work effectively in a fast-paced environment by multitasking, balancing priorities, meeting deadlines, anticipating issues/problems, and performing with a high level of accuracy and attention to detail.
• Demonstrated team player with the ability to build and maintain strong working relationships.
• Consistent work ethic and a dedication to following tasks through to completion.
• An entrepreneurial approach to task management.
• Strong problem-solving capabilities with a focus on creativity and the ability to implement process improvements.
• Experience exercising independent judgment and discretion, and the ability to perform work autonomously with little direct supervision.
• Prior experience supporting multiple executives remotely is a plus.
• Flexibility and adaptability to various changing working conditions based on priorities, with a willingness and ability to work extended hours as requested.

Competencies:

• Professionalism
• Discretion/confidentiality
• Technical Capacity
• Business Acumen
• Communication Proficiency
• Ethical Conduct/Integrity
• Problem Solving/Analysis
• Strategic Thinking
• Personal Effectiveness/Credibility/Decorum
• Customer/Client Focus
• Project Management

Supervisory Responsibility:

This position has no direct supervisory responsibilities.

Work Environment:

This position operates in a corporate office environment. This role routinely uses standard office equipment such as computers, phones, and photocopiers.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to talk or hear. This is largely a sedentary role; however, some filing is required. This would require the ability to lift files, open filing cabinets and bend or stand as necessary.

Position Type/Expected Hours of Work:

This is a full-time, exempt position requiring a minimum of 40 hours per week during standard business hours. Additional work outside of standard business hours is also required. Employees are typically in the office from Monday through Thursdays and can work from home on Fridays depending on office needs.

Travel:

This position requires infrequent out of state overnight travel to other office sites and meeting and event locations.

Other Duties:

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

EEO Statement:

It is the policy of Great Falls Advisors to provide equal employment opportunity (EEO) to all persons regardless of age, color, national origin, citizenship status, physical or mental disability, race, religion, creed, gender, sex, sexual orientation, gender identity and/or expression, genetic information, marital status, status with regard to public assistance, veteran status, or any other characteristic protected by federal, state or local law. In addition, Great Falls Advisors will provide reasonable accommodations for qualified individuals with disabilities.