Part-Time EA Maternity Leave Coverage-Global Infrastructure Firm - The Windfall : Job Details

The Windfall is partnering with a Global Infrastructure Investment firm seeking to hire a part-time Executive Assistant to cover a maternity leave. This is a part-time position working Monday-Thursdays from 9am-2pm or 10am-3pm, and available when needed via email/phone depending on the requests of the team. The duration of the assignment is September 2024 through March 2025. You will be supporting the CIO and Head of North America. RESPONSIBILITIES

• Managing the expense reconciliation process in the expense management tool including the input and coding of corporate credit card receipts
• Managing travel bookings and requirements
• Managing travel plans, itineraries and agendas for conferences
• Set-up and management of meetings in calendars (including room booking, meet and greet, room set up/room tidy, catering, technology requirements)
• Anticipate potential schedule conflicts and proactively deal with them before they become issues; Research, prioritize, and follow up on incoming issues and determine an appropriate course of action
• Help where required on project bids and presentations, including document formatting, printing and binding
• Help coordinate office and team activities with other Executive Assistants
• Ability to provide back-up coverage for administrative team members in the office, office services
• Manage and compose sensitive information and correspondence with the utmost confidentiality
• Build and maintain positive, professional relationships with colleagues and external parties to facilitate communication, deliver results and ensure a positive work culture and environment

• Degree Required, University qualification, certificate or diploma
• Executive or personal assistance experience including extensive travel management
• Hands-on experience coordinating corporate events
• High standard of professionalism with an expert eye for detail
• Discretion in operating in a confidential and secure environment
• Excellent forward planning, prioritizing and time management skills
• A proactive thinker who uses initiative
• Intermediate to advanced knowledge of the Microsoft suite (Word, Excel, Outlook, PowerPoint)
• Ability to work effectively and professionally in a team environment but to also be able to work responsibly alone
• A willingness to share knowledge and information with other members of the office support team and other employees
• Dependable, trustworthy, and genuinely client focused
• Discreet and able to deal with highly confidential matters including occasional personal matters
• Must have an awareness of the world outside of the US and North America. The role will involve regular interaction with offices in the UK, Australia and New Zealand so some understanding or experience of working in an international team would be advantageous.