PRIMARY PURPOSE:
The Sr. Administrative Assistant – Fund Operations at FVLCRUM ensures smooth and efficient operation of all investment supporting functions and provides essential executive-level support. This is a senior-level, exempt and full-time in-office role, designed for self-starters who understand institutional-level support and thrive in a well-ran administrative operational environment. The senior admin will collaborate with the back-office support team, including executive administrative assistant, office operations coordinator and the CFO/CCO. This role does not have any direct reports.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
- Provide executive-level administrative support to firm’s partners and senior advisor by managing calendars, arranging meetings, coordinating travel arrangements, updating and sharing documents, and overseeing the scheduling, logistics, and participant communication for meetings, conferences, and events that may involve travel.
- Prepare, process, and review correspondence, reports, and presentations to ensure accuracy and timeliness.
- Executive level support with capital-raising logistics, investor coordination and compliance tracking.
- Support administrative tasks for the executives, including data entry and document management in CRM, SharePoint, and other corporate systems (both physical and digital), ensuring accuracy and compliance with company policies.
- Coordinate with the office support team to ensure smooth and timely in-office meetings, guest greetings, room reservations, meals and overall scheduling of meetings and firm events.
- Assist in meeting set-up to include conferencing technology, online meetings, presentations, etc.
- Coordinate with the CFO to ensure that all expenses incurred by the executives, on behalf of the firm, are accurately and timely documented in the expense management system.
- Maintain organized and accurate documentation of all processes (SOPs) to ensure compliance.
- Answer phone calls, respond to emails, and handle inquiries promptly and professionally. Manage phone call logs and all correspondence for the respective executive(s), ensuring effective and timely communication.
- Ensure the confidentiality and security of sensitive information and adhere to data protection regulations and compliance.
- Greet and assist visitors, clients, and vendors professionally and courteously. Maintain a professional and respectful email tone when following up with investors, strategic partners, vendors and staff.
- Other responsibilities may be assigned as needed.
The above essential duties and responsibilities have been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this position.
SUPERVISORY RESPONSIBILITIES: None
QUALIFICATIONS:
The requirements listed below represent the knowledge, skills, and/or abilities required for this position.
- 3-5 years in executive administrative assistant role, office management or a similar administrative role in private equity, investment banking or consulting environments
- Strong communication (written and verbal), organizational, multitasking, problem-solving, and attention to detail.
- Proven ability to handle executive-level support effectively and efficiently.
- Self-starter attitude; capable of seeing the big picture and being accountable for their actions.
- Skilled in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other software.
- Ability to demonstrate leadership, prioritize duties, work independently with minimal supervision, and adapt to changing assignments, while meeting agreed-upon deadlines
- Ability to juggle multiple priorities and handle different communication channels during the day.
- Capable of maintaining confidentiality and managing sensitive information.
- Proactive and efficient; demonstrates discretion, strong work ethics and morals.
- Willingness and ability to quickly learn new skills and concepts.
- Valid driver’s license and reliable access to a personal vehicle is essential to performing several key administrative tasks.
PHYSICAL REQUIREMENTS:
- May involve extended periods of sitting, occasional lifting of office supplies, and use of office equipment.
EDUCATION/CERTIFICATIONS/EXPERIENCE:
- Bachelor’s degree in business administration, management, accounting or a related field preferred.
- High school diploma or equivalent required.