What are the responsibilities and job description for the Executive Assistant position at GEM?
Job Description
The Executive Assistant will be responsible for delivering high-quality, comprehensive administrative and operational support to senior team members within the Investment Group. Duties will include coordinating tasks, managing projects, and facilitating communication among team members and across departments to ensure seamless operations. The Executive Assistant will engage in regular correspondence with both current and prospective clients and managers. Successful candidates for this position are expected to embody GEM’s collaborative culture, demonstrating qualities such as enthusiasm, honesty, humility, integrity, and curiosity in their daily activities.
Key Duties & Responsibilities
Key responsibilities include, but are not limited to:
Administrative support to Investment Group:
The Executive Assistant will be responsible for delivering high-quality, comprehensive administrative and operational support to senior team members within the Investment Group. Duties will include coordinating tasks, managing projects, and facilitating communication among team members and across departments to ensure seamless operations. The Executive Assistant will engage in regular correspondence with both current and prospective clients and managers. Successful candidates for this position are expected to embody GEM’s collaborative culture, demonstrating qualities such as enthusiasm, honesty, humility, integrity, and curiosity in their daily activities.
Key Duties & Responsibilities
Key responsibilities include, but are not limited to:
Administrative support to Investment Group:
- Manage incoming correspondence, and liaise between the team and clients / managers to schedule meetings and coordinate calls
- Track and report on milestones and implementation challenges related to team objectives
- Coordinate all logistics and materials for team meetings, including agendas and minutes
- Prepare team members for external meetings by gathering and distributing materials
- Maintain systems (such as CRMs and workflow tools), ensuring documents and information are properly organized and tagged
- Track and monitor team-related dues and subscriptions
- Research, plan, and coordinate quarterly team offsites and other team events
- Work on ad hoc projects as needed and time allows.
- Effectively manage professional calendars – schedule in-person and virtual meetings
- Coordinate domestic and international travel arrangements
- Manage team member travel account information (upgrades, frequent flyer accounts, etc.)
- Prepare and submit expense reports
- Support administrative team members by serving as a back-up and cross-training
- Assume phone coverage during receptionist lunches and vacations
- High School diploma or equivalent
- 3 years of administrative experience supporting one or more executives and/or senior professionals in a corporate environment
- Strong technical skills
- Able to perform multiple, detailed-oriented tasks with simultaneous deadlines
- Advanced communication skills – both written and verbal
- Strong Microsoft Office proficiency required
- Administrative experience with travel and expense software preferred, but not required
- Position type – Full-time, hourly non-exempt
- Work schedule – Minimum 40 hours / week
- Work location – Hybrid (3 days in-office, 2 days remote) subject to manager discretion and team support needs
- Work environment – Office
- Essential physical requirements – Ability to sit and work on a computer for an extended period
- Travel requirements – None
- Competitive, market-based compensation
- Comprehensive medical, dental, and vision health insurance
- Flexible Spending Account / Health Savings Account
- Short- and long-term disability insurance
- Life and AD&D insurance
- 401(k) retirement plan with employer contribution
- Lifestyle Spending Account
- Education assistance, including certification, membership reimbursements, and more
