| Department: | Administration |
| Location: | Charlotte, NC |
Job Description
The Executive Assistant will be responsible for delivering high-quality, comprehensive administrative and operational support to senior team members within the Investment Group. Duties will include coordinating tasks, managing projects, and facilitating communication among team members and across departments to ensure seamless operations. The Executive Assistant will engage in regular correspondence with both current and prospective clients and managers. Successful candidates for this position are expected to embody GEM’s collaborative culture, demonstrating qualities such as enthusiasm, honesty, humility, integrity, and curiosity in their daily activities.
Key Duties & Responsibilities
Key responsibilities include, but are not limited to:
Administrative support to Investment Group:
Manage incoming correspondence, and liaise between the team and clients / managers to schedule meetings and coordinate calls
Track and report on milestones and implementation challenges related to team objectives
Coordinate all logistics and materials for team meetings, including agendas and minutes
Prepare team members for external meetings by gathering and distributing materials
Maintain systems (such as CRMs and workflow tools), ensuring documents and information are properly organized and tagged
Track and monitor team-related dues and subscriptions
Research, plan, and coordinate team and client related events
Work on ad hoc projects as needed and time allows.
Provide exceptional administrative assistance to senior team members, as assigned:
Effectively manage professional calendars – schedule in-person and virtual meetings
Coordinate domestic and international travel arrangements
Manage team member travel account information (upgrades, frequent flyer accounts, etc.)
Prepare and submit expense reports
Provide back-up support to GEM:
Support administrative team members by serving as a back-up and cross-training
Assume phone coverage during receptionist lunches and vacations
Qualifications
High School diploma or equivalent
3+ years of administrative experience supporting one or more executives and/or senior professionals in a corporate environment
Strong technical skills
Able to perform multiple, detailed-oriented tasks with simultaneous deadlines
Advanced communication skills – both written and verbal
Strong Microsoft Office proficiency required
Administrative experience with travel and expense software preferred, but not required
Working Conditions
Position type – Full-time, hourly non-exempt
Work schedule – Minimum 40 hours / week
Work location – Hybrid (3 days in-office, 2 days remote) subject to manager discretion and team support needs
Work environment – Office
Essential physical requirements – Ability to sit and work on a computer for an extended period
Travel requirements – Less than 5%; may include occasional team or firm offsites, event support, and/or conference attendance
Benefits
Competitive, market-based compensation
Comprehensive medical, dental, and vision health insurance
Flexible Spending Account / Health Savings Account
Short- and long-term disability insurance
Life and AD&D insurance
401(k) retirement plan with employer contribution
Lifestyle Spending Account
Education assistance, including certification, membership reimbursements, and more
Company Culture
Every team member contributes to the GEM culture by respectfully voicing opinions, asking questions, evaluating how and why things are done, and offering solutions. This level of involvement and trust is developed through bonding opportunities over shared meals, joint celebrations, and team and firm outings.
Service is also a key element of GEM’s culture. Employees are presented with opportunities to serve both internally and externally. They can sign up to serve on various internal committees, such as the Community Committee, and volunteer with local nonprofits. GEM aims to improve the local community while encouraging its team members' spirit of giving.