[Remote] Executive Assistant - General & Administration
Note: The job is a remote job and is open to candidates in USA. StepStone Group is a global private markets specialist delivering tailored investment solutions and advisory services. The Executive Assistant will provide high-level administrative support to executives, managing calendars, communications, and logistics for meetings and travel.
Responsibilities
- Monitor heavy and fluctuating calendar, high volume of calls, e-mails, and flow of communication
- Compose, draft, proof, edit, and finalize correspondence including e-mail and other documents
- Screen all calls for executive and handle all inquiries within capacity
- Track Executives' meetings, as well as necessary follow ups
- Review incoming mail and/or email, prioritize and summarize content, and process replies on own initiative or from executive's notes and directives
- Plan and coordinate monthly and weekly team meetings as requested
- Familiarity with StepStone Groups policies as outlined in the handbook and on-line, including but not limited to, travel, personal stock, IT, and record retention
- Handle planning logistics for complex domestic and international trips using the Firm's contracted travel agency; provide detailed itineraries, agendas, directions, and backup materials
- Prepare expense reports in timely manner ensuring accuracy and submit in accordance with Firm policy
- Monitor executive's calendars and anticipate where problems might arise regarding calendar, meeting preparation, needs of executives involved, requests for meetings and telephone calls; communicate potential and/or confirmed changes to involved parties immediately
- Schedule and coordinate complex meetings and executive events requiring detailed logistics handling and problem solving, inform attendees of dates and time, reserve meeting space, ensure the appropriate equipment/materials are available, coordinate hospitality services as needed; assist with various StepStone Group off-site meetings as requested in an upbeat and professional manner
- Liaise with clients, investors, guests, and all StepStone Group personnel in professional and courteous manner adhering to StepStone Groups culture and values statements
- Act in discreet and professional manner with others; sensitivity to the confidential nature of the Firm's business and consistently uphold such confidences and use this information only in the course of performing your job for StepStone Group
- Act as a team player, including taking on additional tasks to support colleagues and the Firm and offering to help before being asked; give credit where credit is due
- Contribute your talents and efforts to a productive, pleasant, and safe working environment
- Assist and provide phone coverage for additional executives when necessary
- Assist StepStone Group guests with general office support and reservations (travel, dinner, and local transportation, etc.)
Skills
- A minimum of three years' experience providing administrative support in a financial institution
- Ability to manage highly sensitive, confidential information with complete discretion
- Demonstrates sound judgment; skilled in developing and maintaining professional relationships that reflect positively on StepStone Group
- Ability to manage a high volume of work and prioritize tasks/projects based on urgency
- Strong focus on attention to detail, accuracy, and thoroughness
- Excellent verbal and written communication skills; able to present ideas clearly and facilitate open, multi-directional information flow
- Effective team player who can collaborate or make independent decisions as needed
- Advanced skills in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook); capable of quickly and accurately producing/editing spreadsheets and presentations
- Ability to perform routine office tasks such as opening mail, printing, collating, photocopying, faxing, and mailing
- College degree preferred
Company Overview
Company H1B Sponsorship