What are the responsibilities and job description for the Executive Assistant position at Voloridge Investment Management?
Voloridge is seeking an Executive Assistant to join a team that supports the Office of the CEO/Chief Data Scientist. The Executive Assistant will provide skilled administrative support, have excellent communication skills, and a passion for problem solving. They must believe that no detail is trivial and thrive on feedback to hone their skills and contribute to the company vision. They will think one step ahead to anticipate needs and proactively identify solutions, and set priorities for themselves and the Office of the CEO team. They will embrace challenges and evaluate how to provide the best solutions.
Summary of Job Functions
- Work collaboratively with the Executive Assistant to the CEO and support the CEO as needed.
- Calendar management, including scheduling for personal and business matters, booking appointments, dining recommendations and reservations.
- Coordinate international and domestic travel, including research, booking and assembling complex travel itineraries (with assistance as needed from concierge travel service) for business and family trips. Must consider all aspects: accommodation, private and commercial flights, activities, meals, venues, tours, ground transportation, supplies, etc.
- Coordinate, track and plan projects and events attended by the CEO. Work with the team to ensure all necessary equipment is set up and materials arrive in time for conferences and other events/activities.
- Provide comprehensive administrative assistance on behalf of the CEO and Executive Assistant to the CEO, such as writing and editing emails, drafting memos, preparing presentations, and various other communications as necessary.
- Assist the CEO with management of multiple email accounts.
- Work with the EA team to research, prioritize, and follow up on incoming issues and concerns addressed to the CEO, including those of a sensitive or confidential nature. Provide solutions for appropriate course of action, referral, or response.
- Office organization, including electronic and paper files, maintaining and ordering supplies that are specific to the Office of the CEO.
- Communicate with family office and foundation staff as needed.
- Research and provide recommendations for local attractions, museums, historic sites, entertainment venues, arts and theater for both business/family trips. Work with concierge services to purchase tickets and arrange local transportation.
- Assist with purchases - birthday and holiday reminders, gift recommendations and purchases.
- Greet business associates and out-of-town guests, and plan meetings, meals and travel as needed
- Ad hoc projects and other duties as needed
Minimum Requirements
- 3-5 years of experience assisting a high-level executive in a similar capacity
- Bachelor’s degree is required
- Excellent knowledge of MS Office suite - Outlook, Excel, Word, PowerPoint, OneNote
- Must be detail-oriented, highly organized and able to meet deadlines
- Quick learner with strong problem solving and research skills
- Excellent oral and written communication skills
Preferred Skills and Previous Experience
- Ability to work with the utmost discretion in all aspects of the role
- Perceptive and considerate (to anticipate needs)
- Willing to take on any challenges with a “can-do” attitude
- Must be able to multi-task with confidence and able to handle frequent or last-minute changes
- Ability to exercise good judgment
- Ability to occasionally work weekends, holidays and outside of normal business hours
- Self-starter (take feedback, communicate updates, take initiative)
- Basic Spanish a plus
Compensation and Benefits
- Highly competitive base salary
- Profit sharing bonus
- Health, dental, vision, life, disability insurance
- 401K
