Executive Assistant - Bethesda, United States - IMB Partners

Description

Executive Assistant Job Description
IMB Partners is a private investment firm that invests and partners with management teams to grow value-added companies, with a focus on certified minority
- and women-owned businesses (MWBEs). We have an office in Bethesda, MD (in the Washington, DC metro area).


Key Responsibilities

• Manage complex scheduling for the CEO, COO and other senior team members, confirming all attendees prior to meetings and communicating unexpected schedule changes.
• Proactively resolve schedule conflicts and prioritize meeting requests.
• Organize yearly schedule of weekly, monthly and quarterly team and board meetings, involving internal and external stakeholders.
• Plan and coordinate travel schedule for the CEO, COO and other senior team members as needed
• Develop professional relationships with key internal and external contacts.
• Manage the CEO's contact lists.
• Input and maintain team interactions into CRM.
• Execute and maintain nondisclosure and other agreements on behalf of senior team members.
• Coordinate sending special occasion gifts, notes, greeting cards, and flowers (e.g., to offer condolences, in response to illnesses, to offer congratulations).
• Assist with the onboarding of new employees, including scheduling meetings and training, setting up new office, requesting building access cards, etc.
• Manage all office administration and meeting coordination:
• Daily office operations, ensuring an organized and professional work environment.
• Office supplies, maintenance, and repairs, liaising with external vendors as needed.
• Internal and external meeting logistics, including venue selection, catering, audiovisual equipment, and general setup and cleanup.
• Bookkeeping support of Accounts Payable, Expensify coding and reconciliations.
• Other duties as assigned.

Education and Experience Requirements

• Bachelor's degree preferred.
• 5+ years' experience supporting a toplevel executive or other relevant experience.

Core Skills and Abilities

• Must possess the highest level of ethics and integrity with the ability to maintain confidential information; demonstrated level of discretion in handling privileged information.
• Proactive in anticipating business and administrative needs.
• Must have strong administrative skills and be diligent in completing assignments and job responsibilities with mínimal supervision.
• Must be able to effectively interface with people with tact and diplomacy.
• Must possess superior writing skills to manage correspondence at executive levels.
• Experience in managing and coordinating constantly changing calendars and travel arrangements and managing expense reports.
• Skill to handle multiple priorities and adapt in a fastpaced, smallteam environment.
• Able to maintain a measured, positive and solutionoriented approach to challenges.
• Flexible, teamoriented attitude and strong organizational skills.
• Strong experience in Microsoft Office, including Word, Excel and PowerPoint.
• Experience in Asana, Slack, QuickBooks, Airtable, Expensify and/or DealCloud is a plus.
• Acute attention to accuracy, consistency, and a high degree of quality in work.
• Must be adaptable to priority changes and willing to work before or after normal business hours when required.

Other Requirements

• Expected average workload hours per week, with some overtime during peak periods.
• Able to support team members inperson in the Company's Bethesda, MD office at least three days per week (and additionally as needed).

Pay:
$60, $80,000.00 per year


Benefits:

• 401(k)
• 401(k)

matching

• Dental insurance
• Employee assistance program
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Experience:

Microsoft Excel: 3 years (preferred)
Microsoft Powerpoint: 3 years (preferred)


Ability to Relocate:

• Bethesda, MD 20814: Relocate before starting work (required)

Work Location:
In person