Personal/Executive Assistant

  • Wilshire Associates Incorporated
  • Santa Monica, CA, USA
  • Jul 15, 2017

Job Description

Wilshire Associates is seeking a dynamic, polished and enthusiastic Personal/Executive Assistant to support our CEO.

This Executive Assistant position requires extensive experience in executive support at the most senior level. This individual must be experienced in handling a wide range of administrative and executive support related tasks while maintaining a positive attitude.

In this Personal Assistant role, you will become the trusted resource and right arm to this busy CEO. This positon wears many hats, takes charge of a wide range of duties and handles matters of sensitivity and urgency. Discretion, excellent judgement and outstanding interpersonal skills are key.

Responsibilities:

  • Effectively manage the CEO's calendar, appointments, travel schedule, expenses, deadlines and all logistics related to meetings, conference calls, invitations, event planning, board meetings and interviews.
  • Schedule travel arrangements often times with last minute changes.
  • Facilitate communications and act as a gatekeeper, liaison and first point of contact to outside inquires.
  • Manage written and verbal correspondence for the CEO while exercising a high degree of discretion and confidentiality.
  • Ensure urgent and priority correspondence and matters are communicated in a timely and effective manner to the CEO.
  • General administrative duties (e.g., taking detailed notes, preparing meeting materials) and coordination of special projects with constantly moving priorities.
  • Collaborate with the CEO's home staff and management to streamline daily operations and take charge of personal assignments.
  • Perform extensive research as needed for all manner of projects, ideas and issues.
  • Bookkeeping for several entities including writing checks, managing files and maintaining perfect records using Quicken software.
  • General clerical duties to include but not limited to: photocopying, faxing, mailing and filing.
  • Handle personal and business errands as needed.
  • May provide support to other senior business leaders on an as needed basis.

Requirements:

  • Minimum ten years' experience supporting senior level executives, preferably within a finance company and for a CEO.
  • Excellent judgement, forward thinking, and the ability to anticipate the CEO's needs at all times.
  • Excellent organizational skills; detail oriented with the ability to multitask.
  • Strong time management skills; ability to handle multiple concurrent assignments.
  • Strong verbal and written communication skills.
  • Ability to perform in a fast paced environment.
  • Must have superior skills in Outlook, MS Word, Excel and PowerPoint.
  • Experience booking travel and processing expense reports.
  • Candidate must have a reliable car and insurance.

Preferred Qualifications and Skills:

  • College degree, or some college coursework completed.
  • Advanced skills using MS Office products.
  • Financial services industry experience.
  • Experience with Quicken.

Our Offer:

  • An international, dynamic, entrepreneurial work environment.
  • Competitive compensation package, including a bonus opportunity.
  • 3 weeks of vacation, 8 paid holidays per year.
  • 401(k)/Roth 401(k)/Medical/Dental/Vision insurance.

Visit www.wilshire.com for additional company information.

Wilshire Associates Incorporated is an Equal Opportunity Employer, Minority/Female/Disability/Veteran.

Wilshire Associates Incorporated is an SEC registered investment adviser and required to track certain political contributions under Rule 206(4)-5. As such, you may be required to disclose your prior political contributions.

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PI98687595