OVERVIEW

Basis Investment Group is looking to hire an Executive Assistant to provide administrative support to the Chief Executive Officer and back-up support to the executive team. The candidate will also assist in overseeing the daily office function.

JOB SCOPE & RESPONSIBILITIES:

· General administrative and computer tasks, such as faxing, mailings, copying, collating, ordering office supplies and office maintenance.

· Schedule and maintain calendar appointments, meetings, business/personal engagements and events.

· Make travel arrangements, including airline, hotel and car service reservations.

· Type correspondence, prepare reports, spreadsheets and memos as required.

· Assemble data and other information for special reports, charts, summaries and related documentation.

· Manage updates and preparation of the loan pipeline database, along with the schedule of Pipeline meetings.

· Assist with market and loan research, Bloomberg database pulls and loan analysis when necessary.

· Responsible for preparing, printing and binding of executive presentations.

· Interact with staff regarding information pertaining to schedules, accommodations, policies and procedures.

· Assist with the company’s marketing efforts, advertising and website development.

· Maintain confidentiality of departmental communications.

· Perform ad hoc assignments when and where designated.

· Manage reception as it relates to day-to-day office operations.

- Including answering of the phones, mail services, copiers and fax machines, purchasing office supplies, facilities upkeep and internal communication.

- Upkeep and maintenance of the pantry area (ensuring all supplies are on-hand).

reconcile accounts (against budget) summaries

· Track attendance and manage employee time off requests (vacation, personal, sick, etc.) to ensure proper coverage.

· Field requests from all levels of staff regarding office operations.

· Evaluate current office operations, processes and procedures and make recommendations on ways to improve and/or streamline them.

· Negotiate with vendors, when needed, to reduce costs for stationary, office equipment and supplies.

· Assist department managers in setting up workstations for new employees when necessary.

· Work with the building manager in coordinating maintenance and general repairs on heating/air conditioning, water and lighting for the office, as well as keep updated on the building health and safety compliance.

· Prepare new hire documents and conduct new hire orientation when necessary.

· Maintain all employee files.

JOB SKILLS & KNOWLEDGE:

Minimum of five years administrative experience, three (3) of which is at the Executive Assistant level. Previous industry related experience preferred.

· 2 - 4 year degree preferred.

· Proficient knowledge of MS Excel, Word, PowerPoint, Outlook and Internet.

· Willingness to become a Notary Public.

· The ability to work well and maintain a high degree of tact, discretion and comfort in interacting with a diverse group of staff, clients and vendors.

· Strong organizational and time management skills with the ability to prioritize multiple assignments, along with excellent written, verbal and interpersonal skills.

· The ability to work independently with minimal direction, take initiative and exercise good judgment at all times.

· Must be able to assess any given situation and bring to a successful resolution.

· Willingness to ask questions.

· Excellent attention to detail; professional demeanor and appearance.

· Exceptional ability to handle sensitive/confidential information with discretion.

· Strong client/customer focus and outstanding phone presence.

· Ability to effectively communicate with all levels within the organization.

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