Job Description

** Perm Residents Only. We cannot Sponsor. **
Job Overview:
As an Executive Assistant at Helios, you will provide events, marketing, and administrative support in a well-organized and timely manner. Our business manages a portfolio of companies, of which support is required at the Executive level. This may encompass organizing, attending, and being part of external events and internal board-level meetings.
As a firm that includes Family Office, Marketing Communications, and Consumer Brands, a background in consumer marketing, or marketing advertising agencies is a plus, but not necessary.
Responsibilities may include screening calls, managing calendars, making travel, meeting and event arrangements, preparing reports and financial data, training and supervising other support staff, and client relations. This role requires strong research ability, flexibility, excellent interpersonal skills, project coordination experience, and the ability to work well with all levels of internal management and staff, outside clients and vendors. Sensitivity to confidential matters is required.
Responsibilities:

• Produce information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics.
• Conserve executive's time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating telecommunications.
• Maintain executive's appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel.
• Prepare reports by collecting and analyzing information.
• Coordinate special projects around the world and ensure to attend meetings from portfolio companies.
• Organize events and marketing activities important to executive social events.
• Secure information by completing database backups.
• Provide historical reference by developing and utilizing filing and retrieval systems; recording meeting discussions.
• Attend, plan, and maintain contact lists for executives in outreaching for fundraising, networking and conference attendance.
• Maintain professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; participating in professional societies.
• Contribute to team effort by accomplishing related results as needed.

Qualifications

• 2-4 years experience providing support at a high level. International experience a plus but not necessary
• Business Administration or Marketing or Finance Degree in a previous EA or events planning capacity
• Work experience or study experience abroad is a plus, but not mandatory.
• Proficient computer skills and in-depth knowledge of relevant software such as MS Office Suite, Google Suite, and CRM software such as Hubspot.
• Knowledge of standard office administrative practices and procedures.

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