Executive Assistant recruitment
Position Summary:
Tortoise Investment Management is looking for an experienced, politely assertive, and polished professional who is genuinely passionate about the work of an Executive Assistant and can collaboratively work with both senior management and colleagues. This person must be exceedingly well organized and yet highly flexible to enjoy the administrative challenges of supporting our President from a business and personal (scheduling appointments, personal travel, etc.) perspective while working independently with little or no supervision. Perform a wide range of administrative and office support activities for senior management to facilitate the efficient operation of the organization.
Main Job Tasks and Responsibilities
- Provide telephone coverage, including responding to inquiries, properly routing calls, and taking detailed messages. Use of excellent judgment with both internal and external clients
- Schedule and coordinate the President's business and personal meetings, appointments and travel arrangements
- Prepare travel itinerary, trip file and supplies
- Managing highly sensitive information as it relates to clients
- Receive and direct visitors and clients
- Contribute to quarterly bulk mailings process
- Maintain client information on customer relationship management system (Junxure)
- Coordinate and manage to completion special projects as assigned
- General clerical duties including photocopying, fax and mailing
- Handle requests for information and data
- Resolve administrative problems and inquiries
- Prepare written responses to routine inquiries
- Record, compile, transcribe notes from client meetings
- Open, sort and distribute mail
- Coordinate maintenance of office equipment
- 5+ years experience in an administrative assistant role specifically supporting senior-level executives utilizing unwavering professionalism and an energetic positive attitude; familiarity with registered investment advisory business a significant plus
- Bachelor's degree
- Excellent written, verbal and interpersonal communication skills
- Proficient use of Microsoft Outlook, Word and Power Point
- Strong ability to manage multiple priorities and take independent initiative for action within areas of responsibility
- Exceptional follow-up and follow-through skills
- Exceptional organization skills, accuracy and attention to detail
- Highly client-service oriented with the ability to work well both as an individual contributor and as part of a team
- Flexible attitude with the willingness to take on new projects
- Excellent ability to organize information and understand connections across a broad range of sources