Executive Office Administrator

Our client, a private equity firm, is seeking an Executive Office Administrator for a full-time position located in Charlotte. The role is based in Uptown with paid parking and other great benefits.

Overview:

Join a successful and growing private equity firm as an Office Administrator on the current four-person administrative team. This group works together as a team with each Administrator supporting typically between 6-8 of the investment professionals and plays a key role in all aspects of office operations. The successful candidate will be a team player who is self-managed, is able to multi-task, and can work cohesively with all levels of management within the firm, as well as external executives and vendors.

Candidates must be proactive with a disposition towards accepting new challenges, while occasionally working under pressure.

Some of the most important qualities the candidate will have are strong communication skills, proactivity, time management, prioritization and organizational skills, knowledge of office technology, and resourcefulness.

Responsibilities:

• Work with other Administrators as a team to provide superior levels of support service to the firm.
• Effectively manage travel requirements for heavy travel investment professionals, which includes managing all aspects of travel, coordinating schedules, monitoring flights, and handling associated expense management and reporting.
• Effectively coordinating with other team members for group travel and communicating well with investment professionals and other office administrators as necessary; and
• Keeping multiple executive schedules planned and coordinated.
• Manage schedule and calendar requests and be available to adjust to unexpected changes and requests. Proactively foresee and address potential scheduling conflicts. Work effectively to manage scheduling for board meetings and heavy investment related travel.
• Organize group meetings both in client’s offices and third party locations.
• Coordinate and manage third party vendors.
• Manage certain personal requests, including family travel, for senior team members.
• Professionally interface and maintain relationships with portfolio company executives, Advisory Board members and other third parties.
• Proactively check in and offer help when needed. Independently complete tasks.
• Assist with general office operations, including assisting with routine in office tasks and common-area support as needed.
• Manage projects effectively and take responsibility for sophisticated, long term tasks.
• Maintain positive attitude and demonstrate a commitment to excellence. Be easy to work with.
• Maintain absolute discretion and confidentiality.
• Each Office Administrator develops certain functional areas of expertise over time, including competencies such as event coordination, information technology, charitable activities, building services, etc.
• Experience with building services and office moves is not required but could be additive to the role.

Qualifications:

• Bachelor’s degree from a four-year college or university
• 5+ years' experience as a C-Level Executive Assistant, Office Manager or equivalent role.
• Ideal experience in financial services, investment banking, private equity industries.
• Strong technical skills in MS Office Suite (Excel, Word, PowerPoint, Outlook) and Concur. CRM/Salesforce experience is a great addition.
• Excellent written and verbal communication skills.
• Experience supporting a team of professionals and executives vs. solely 1:1 executive support.

Hours:

Administrator will work from 9:00 am to 5:00 pm five days a week, with Monday through Thursday being in person in the office. For the last few years, Administrators have rotated Fridays with some being in-person and some working remotely from home. Some level of support may be required off-time and occasionally on weekends in certain cases depending on the administrative needs of the firm and the individual professionals being supported.