Insight Investments Corporate Office - Costa Mesa, CA

Executive & Personal Assistant to CEO

Job Locations US-AZ-Scottsdale
Job ID
2021-1557
Type
Regular Full-Time
Division
Insight Investments

Responsibilities

Are you the kind of person that wants to be involved in every aspect of a busy CEO’s schedule, one who travels 40-50 times per year with his wife in addition to conference events and a large family annual trip?

Would you feel comfortable summarizing communications, responding to changing circumstances, and thinking through all contingencies and what is changing going forward? Additionally, managing a faith based charitable foundation, personal budgets, and ongoing investments.

Finally, the CEO and his wife spend nights and weekends working hard to assist their Catholic charities sitting on boards and attending Gala/Conferences. There is a lot to do and a lot of details with a base of regular activities combined with new challenges!

Annually, you will be gathering and working with accounting to assist in tax preparation, as well as keeping up with the information gathering for personal audits (don’t worry, the Accountants do the heavy lifting).

If this sounds like you, we would like to talk to you!

Job Duties

 

o Actively manage the CEO's calendar, and pro-actively resolve scheduling conflicts (or present options to facilitate decision making

o Coordinate all communication to and from CEO including full document creation, review, and editing with CEO

o Screening calls and responding to letters & e-mails on CEO’s behalf

o Coordinate conference calls, Teams Meetings or Executive Leadership team(s)

  • Attend certain meetings and accurately transcribe meetings notes. (aspirational, not right away)

o Support of CEO’s personal finances (extensive), donations, paying bills, check deposits at local bank, errands, and phone calls, etc.

o Responsible for all administrative duties needed to maintain CEO and EA office environment

o Prepare monthly personal expense and revenue reports, travel reports etc.

  • Reconcile CEO corporate & personal credit card statements and monitor charges.
  • Annually work with accountants and investment entities to collaborate with and gather tax preparation material.
  • Update monthly cash flows, income, and expense work sheets.

o Arrange complex Domestic and International travels for both personal and business purposes (Leisure travel portion includes 3 to 5 international trips, and 7 to 8 domestic trips annually)

  • Knowledge of travel policies and practices with hotels, airlines, etc. imperative (you will have access to the Centurion level with AMEX Travel)

o Maintain files for correspondence, records, and personal matters

  • Maintain privacy of confidential records, documents, and correspondence

o Collaborate with various staff and departments in preparing special projects

o Assist in managing California and Arizona property (especially when out of town)

 

Qualifications / Education

o Maintain a professional dress attire & appearance
o Minimum of 3 years of experience providing administrative support to high-level executives
o On occasion, be available evenings and weekends for calls or text message
o Must have reliable independent car
o Must be detail oriented
o Must be a highly motivated individual with a high level of initiative and an attitude of willingness to work outside defined job responsibilities
o Must be team player willing to assist others at all levels of the organization.

o Bachelor's degree preferred

Skills

o Proficient with MS Word, Excel, Outlook & PowerPoint
o Discrete, trustworthy, with good prioritizing and problem-solving skills (especially in a changing landscape.)
o Calm strong mentality under the pressure
o Ability to exercise discretion and maintain strict confidentiality on all matters (personal and professional)
o Ability to prioritize according to the CEO’s needs efficiently with the ability to adapt quickly
o Ability to evaluate processes and suggest improvements/alternative solutions
o Strong organizational and time management skills with the ability to multi-task and work autonomously
o Excellent interpersonal skills with the ability to maintain cooperative working relationships – both within the company and with business associates outside the company
o Strong verbal and written communication skills, ability to communicate effectively with taking good notes and follow-up

 

 

Insight Investments, LLC is an Equal Employment Opportunity/Affirmative Action employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, national origin, gender, age, sexual orientation, gender identity, disability, status as a Veteran or other protected classification.

Division

Insight Investments

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