Executive Assistant
Firm Overview :Located in the heart of the Financial District in downtown San Francisco, Asia Alternatives is one of the first and the leading Asia-dedicated fund-of-funds managing approximately $16.5 billion in regulatory assets under management. Asia Alternatives invests with top performing private equity fund managers across Asia primarily in Greater China (Mainland China, Taiwan, and Hong Kong), Japan, Korea, Southeast Asia, India and Australia and is diversified across buyout, growth and expansion, venture capital and special situations funds. The Firm currently has approximately 60 employees across four offices located in Hong Kong, Beijing, Shanghai and San Francisco. For more see www.asiaalt.com
Position Description: Asia Alternatives Management LLC Is looking for an experienced and polished Executive Assistant that excels in a fast-paced environment for its San Francisco office. The ideal candidate will provide executive level support to the Firms Managing Partner and the Investor Relations and LP Services teams and will have a demonstrated background as an executive assistant professionally, preferably out of finance or a similar corporate firm. The candidate must be a self-starter and strive for results, exercise good judgement and have excellent communication skills, along with attention to detail and an ability to manage time which is essential as you support this team. In addition, the ability to handle numerous projects and a heavy workflow with a high level of accuracy as well as the professionalism to interface with high-profile Investors is necessary. Responsibilities will include complex domestic and international travel itineraries, maintaining schedules, organizing and supporting LP meetings and conference set-up, managing CRM as well as disseminating LP communications, working on special projects, filing, scanning documents and other office duties as needed. The individual will have exposure to a diverse group of important external clients and visitors, as well as internal contacts throughout the Firm. This is a great opportunity to be an integral part of a collaborative team.Proficiency across the MS Office Suite is required. Hours are Monday – Friday 9:00am – 6:00pm. Salary is DOE.
Responsibilities and Duties:
Provide executive support to Managing Partner, Investor Relations & LP Services teams, including a variety of complex, confidential, and critical administrative and organizational tasks
Screen incoming calls and determine the level of priority while using caution in dispensing information
Coordinate complex domestic and international (coordinating necessary documentation for evolving COVID protocols, arrange air, hotel, and transportation logistics based on itinerary)
Responsible for the coordination and logistics of both internal and external meetings, offsite conferences and external events; including catering and transport
Supports investor events, annual meetings and other external meetings which will require off hour support as needed.
Handle regular activities without prompting, and advise in advance with issues or delays
Assist in editing spreadsheets, presentations, and documents
Assist in the development and implementation of the Firm’s next generation of business intelligence tools, working across their CRM (Altvia) and several external data services
Manage and track delivery of materials to Limited Partners and assist with uploading LP information to various databases, portals and platforms
Initiate improvements and consistently drive optimal service
Work closely with other internal cross-functional team(s) on ad-hoc projects and initiatives, as well as lead and coordinate in adhoc projects as requested
Work cooperatively with the Firms administrative team, in positive partnership to back up each other smoothly along with helping with shared office management responsibilities
Assist with personal tasks on an as needed basis
Requirements:
The ideal candidate will be a self-starter who is flexible, curious, and has the ability to multitask and manage multiple projects independently with a sense of urgency
Demonstrates evidence of successful and creative efforts contributing to projects, problem-solving, efficiency and productivity
Approaches new challenges and high-pressure situations with a positive attitude and calm demeanor
7+ years experience as Executive Assistant or Senior Administrative Assistant
Experience at a hedge fund, a private equity firm, or financial services firm a plus but not necessary
Strong collaborative skills, analytical skills, & great attention to detail
Strong organizational, written, and verbal communication skills
High personal integrity, including the capacity to discretely handle highly confidential and sensitive information
Proficient in Outlook 365, MS Office (Word, PowerPoint and Excel)
Ability to pick up new processes and technology quickly
Experience operating Microsoft Teams and Zoom
Ability to thrive in an entrepreneurial, fast paced work environment with changing priorities
Ability to work positively with a variety of departments and personalities, develop relationships both within the firm as well as with external parties
Bachelors degree, preferably in marketing, business, finance, or substantial experience in relevant sectors
Vaccination and boosters within the last six months for COVID-19.
Benefits:
Walking distance to BART and the Ferry Building
Company-paid health insurance for employee and family
Company-paid Life & Long Term Disability Insurance for employee
Discretionary bonus and profit sharing
Office in premier Financial District building
It is the policy of Asia Alternatives to provide equal employment opportunities without regard to race (including personal characteristics associated with race), color, sex, age, religion, national origin, ancestry, genetic information, military or veteran status, place of birth, height or weight, marital status, disability, sexual orientation, gender identity or expression, or any other personal status protected by law. This policy applies to all areas of employment, including recruitment, hiring, training and development, promotion, transfer, termination, layoff, compensation, and all other conditions or privileges of employment. Asia Alternatives also maintains strict policies against unlawful discrimination, harassment, and retaliation among its work force. It is the further policy and intent of Asia Alternatives to comply with all applicable legal requirements with respect to its workforce.