Executive Assistant

POSITION SUMMARY:

The Executive Assistant is primarily responsible for providing administrative and technical assistance to support employees for efficient management of activities. This position will report directly to the Associate Chief of Staff.

DUTIES & JOB RESPONSIBILITIES:

Provide calendar management by scheduling appointments and meetings, providing reminders, and rebooking to minimize conflicts.

• Act as point of contact among executives, employees, clients, and other external partners.
• Meeting Management, both on- and off-site, to include presentation material distribution prior to meetings as well as hard copy materials at time of meetings, conference room set up and tear down, A/V equipment available and working, catering, and other supplies as needed.
• Follow up with employees to ensure obligations are honored.
• Coordinate all business travel arrangements, both domestic and international, to include air transportation, hotels, rental cars, etc. for President and team members.
• Format information for internal and external communication- memos, emails, presentations, reports, etc.
• Edit PowerPoint presentations and other company materials to conform to corporate standards.
• Gather, organize, and submit all expense related items for approvals and reimbursement.
• Maintain accurate records and files for easy access and retrieval when information is needed.
• Screen calls, prioritize mail, and assist visitors to improve the time management of the President.
• Provide backup phone and calendar coverage to the other C-Suite Executive Assistants.
• Meet with other Administrative Assistants to share best practices and coordinate calendars.
• Coordinate the gathering of data and distribution of presentations for board meetings and other investor-related events.

• Partner with other administrative staff in the arrangement of corporate events such as quarterly town halls, holiday parties, and picnics.
• Assist team members with technology updates such as mobile phone and laptop upgrades.

Aethon is an equal opportunity employer. We are committed to the principles of being an equal opportunity employer and to providing our employees with a work environment free of discrimination and harassment. All employment decisions are based on qualifications, merit, and business need.

Requirements

Education & Work Experience:

• Bachelor’s degree in Business Administration or another related field.
• Minimum of 5 years of demonstrated experience.
• Experience working in private equity is highly preferred.

Technical Skills & Knowledge:

• Advanced skills using all Microsoft Office products.
• Knowledge of practices and procedures that ensure the integrity of distributed information.
• Ability to distill complex information into clear, concise messaging.
• Ability to foster open and honest relationships in internal and external contexts.

Personal & Soft Skills:

• Ability to handle highly sensitive information in a confidential manner.
• Must be a self-starter, highly motivated, and flexible as priorities change.
• Demonstrated strong organizational skills and attention to detail.
• Strong project management and problem-solving skills.
• Ability to establish priorities, manage multiple activities and communicate at all levels in the organization.

Benefits

• Premiums for health, dental, and vision insurance for employee and children are 100% paid for by Aethon and premiums for spouse are 75% covered.

• 401k match 100% up to 7% of annual base salary
• Health Advocate to assist navigating your medical, dental, and vision insurance.
• Company provided:
• Basic Life and AD&D Insurance
• Short- and Long-Term Disability Insurance
• Six (6) weeks or 240 hours of Paid Time Off annually
• Flexible telecommuting schedule (currently WFH on Monday and Friday)
• 11 paid holidays annually
• Casual dress code
• Unlimited access to workout facilities within the building

• Wellness program with earned incentives for completed activities.

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Employees must be willing and able to perform other duties as assigned. Duties, responsibilities, and activities may change at any time with or without notice.

Unfortunately, due to the high volume of applications, we are unable to acknowledge every applicant.

Aethon does not accept unsolicited resumes from recruiters or employment agencies. In the event a recruiter or agency submits a resume or candidate without a previously signed agreement and approved engagement request, Aethon reserves the right to pursue and hire those candidate(s) without any financial obligation to the recruiter or agency.

Aethon is an equal opportunity employer. We are committed to the principles of being an equal opportunity employer and to providing our employees with a work environment free of discrimination and harassment. All employment decisions are based on qualifications, merit, and business need.