McNair Interests Careers

Description

• A bachelor's degree from an accredited college or university or equivalent work experience is preferred. 
• A high school diploma is required.
• A minimum of ten (10) years of administrative work experience is required, preferably supporting C-suite executives in the investment, financial, or legal industry.
• Familiarity with financial terms, processes, and investment environments (experience in private equity, asset management, private trust, or public equities is a plus).

• Advanced and in-depth proficiency in Microsoft Office software applications, emphasizing Excel, Word, and PowerPoint.
• Experience with financial models and portfolio management systems is advantageous.
• Excellent verbal and written communication skills, with a professional demeanor in representing the office internally and externally.
• Strong organization and time management skills to manage and prioritize diverse executive tasks.  
• Keen sense of attention to detail, demonstrating an ability to produce accurate deliverables consistently.
• Ability to draft, review, and edit documents, including presentations, memos, reports, and correspondence.
• Experience with reviewing and summarizing legal documents and/or contracts is advantageous.
• Ability to work effectively under pressure and within deadlines. 
• High level of initiative with the ability to think proactively and utilize creative problem-solving skills. 
• Experience managing complex calendars, coordinating meetings, travel arrangements, and high-level events.
• Display strong interpersonal skills for working with board members, officers, and external partners.
• Demonstrated ability to handle confidential and sensitive information with discretion.
• Ability to work independently with minimal supervision and make sound decisions under pressure.
• A team-oriented mindset, willing to assist where needed across the company.
• Adaptability and flexibility to respond to the shifting needs of a dynamic and growing organization.
• Ability to provide in-office support to senior executives during core business hours (8:30 AM – 5:30 PM).
• Ability to project a professional demeanor at all times.

• Executive Support: 

• Manage and maintain complex calendars for the Officer and board members, scheduling meetings, appointments, and events with internal and external stakeholders.
• Coordinate and arrange executive travel, including flights, accommodations, transportation, and itineraries, and manage the repayment of all Officer expenses incurred.
• Screen, prioritize, and handle incoming communications (emails, calls, correspondence), responding on behalf of the Officer when appropriate.
• Prepare meeting agendas, materials, and reports for the Officer before internal and external meetings.
• Ensure the Officer is well-prepared for meetings, including gathering background information, creating briefing documents, and anticipating needs.

• Project Management & Coordination: 

• Assist the Officer in managing high-priority projects and tracking milestones, deliverables, and timelines.
• Coordinate with various departments to ensure that tasks and initiatives progress and are executed according to the set timelines.
• Follow up with teams and individuals on action items from meetings or project-related discussions.
• Support the Officer in managing and coordinating strategic initiatives, ensuring proper delegation, and tracking progress.

• Communication & Correspondence: 

• Draft, review, and edit emails, memos, reports, presentations, and other documents on behalf of the Officer.
• Serve as the point of contact between the executive office and internal departments, board members, and external partners.
• Handle confidential communications with discretion, ensuring the integrity of sensitive information.
• Organize and maintain files, records, and databases, both digital and physical, ensuring easy access to essential information.

• Meeting & Event Planning:

• Organize and coordinate executive and board meetings, including logistics, catering, and audiovisual arrangements.
• Take detailed minutes during meetings, circulate them to relevant parties, and ensure follow-up on action points.
• Coordinate and manage special events, client meetings, and conferences involving the Officer, ensuring smooth execution from planning to post-event tasks.

• Travel & Logistics Management: 

• Plan, book, and manage all travel arrangements for the Officer, including flights, accommodations, ground transportation, and dining reservations.
• Prepare detailed itineraries and ensure that travel-related documentation, such as passports, visas, and expense reports, are up-to-date and accessible.
• Handle travel-related changes and issues in real-time, ensuring minimal disruption to the Officer's schedule.

• Administrative Support: 

• Manage and process expense reports for the Officer, ensuring timely submission and reconciliation.
• Monitor and prioritize the flow of internal documents and approvals requiring the Officer’s attention.
• Handle personal and professional tasks as needed, ensuring the Officer’s workday is streamlined and efficient.
• Maintain the office of the Officer, including supplies, document organization, and appearance.

• Relationship Management: 

• Liaise with board members, family members, clients, and external stakeholders on behalf of the Officer, maintaining strong relationships.
• Ensure seamless communication between the executive office and the rest of the organization.
• To support business operations and build and maintain professional relationships with vendors, service providers, and other external parties.

• Confidentiality & Discretion: 

• Handle all sensitive and confidential information with the utmost discretion, ensuring that data is appropriately safeguarded.
• Protect the privacy of the Officer’s professional and personal information, maintaining the highest ethical standards in handling all matters.

• Process Improvement & Efficiency: 
• Identify opportunities to improve operational processes, workflows, and procedures to increase the efficiency of the Officer’s office.
• Implement tools and systems that enhance executive office communication, organization, and task management.