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Top global private equity firm is seeking a Long-Term Temporary Assistant to provide seamless administrative support to a team of executives on the investment professional side in the El Segundo, CA office. General hours are 8am-5pm with flexibility for overtime as needed. In office Monday-Thursday with Friday being a remote day; must have flexibility to go in office if needed.

Responsibilities: 

• Extensive calendar management including scheduling meetings, communicating details to attendees. This requires exercising a flexible approach to changing schedules and ensuring appointments are met.

• Prioritize conflicting needs; handle all matters expeditiously, proactively, and follow-through on projects to successful completion, often with deadline pressures 

• Screen incoming calls and greet guests in a professional and courteous manner 

• Arrange complex travel plans and compose detailed itineraries, obtain necessary travel documents and visa coordination 

• Schedule and organize conferences and off-sites including all related logistics 

• Prepare and compose letters, memos and routine correspondence. Edit for accuracy and clarity of final copy; proofread for spelling, grammar, format and consistency and make the appropriate changes 

• Allocate and process expenses for executives, including American Express and Out of Pocket expenses using SAP Concur system 

• Use US Mail, FedEx, and other services to send and track priority mail; work with mailroom staff to send packages as needed

• Provide phone coverage and back up assistance 

• Perform other ad hoc tasks as assigned and required 

Qualifications: 

• BA/BS degree preferred

• 5+ years of administrative support experience or training, or equivalent combination of education and experience 

• Ability to thrive in a fast-paced and rigorous work environment; demonstrated ability to prioritize competing priorities and meet deadlines 

• Ability to shift gears independently and demonstrate flexibility in different coverage assignments 

• Demonstrative strong initiative and ownership of responsibilities; take a proactive, positive attitude towards given tasks, plan ahead for potential issues and take appropriate action 

• Exemplary interpersonal skills necessary to handle sensitive and confidential situations; this role continually requires poise, tact and diplomacy in all situations

• Superb written and verbal communication skills; strong attention to detail when composing and proofing materials required 

• Team-oriented and collaborative attitude is a must 

• Extensive knowledge of Microsoft Outlook and proficient in Excel, Word and PowerPoint 

• Working knowledge of office administrative procedures and operating standard office equipment 

• Experience supporting a group of executives in a corporate environment highly preferred 

• Experience in finance industry is a preferred but not required 

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