Executive Assistant

ABOUT OFS:

Established in 1994, OFS is a registered investment adviser, providing capital and leveraged finance solutions to U.S. corporations on behalf of its advisory clients. For more than 25-years, OFS has developed a disciplined approach to provide reliable, innovative, and flexible credit solutions to U.S.-based businesses that are underserved by traditional lenders. OFS provides flexible debt financing to support recapitalizations, leveraged buyouts, and growth capital. OFS is an affiliate of CIM Group. Join us and make an impact today!

POSITION PURPOSE:

The Executive Assistant is responsible for providing administrative support to the executives and staff at the New York office location. The role will report to the Sr. Managing Director.

• Manage executive calendars including but not limited to; planning and scheduling meetings, conference calls, accepting and/or declining and/or rescheduling meetings for executives and sending out meeting requests on their behalf.  Handle scheduling of business appointments.
• Create and maintain vCard database.
• Answer and screen incoming calls, take messages, send electronic messages and/or transfer priority calls to cell or personal phone, tracking and/or logging calls. 
• Make and/or coordinate travel arrangements including but not limited to; arrangements related to booking commercial flights, hotels, ground transportation and updating itineraries for both domestic and international travel as required.  Coordinating itineraries with others. 
• Prepare and edit correspondence and communications. 
• Mange the coordination of meetings including technology and refreshment set-up, preparation of meeting materials (e.g. agenda and presentation), and recording meeting minutes.
• Coordinate outgoing mail including but not limited to addressing, metering, and certified or registered mail, overnight delivery and intra-company.
• Set-up and maintain departmental and/or management files according to established criteria.
• Event planning responsibilities including but not limited to; planning corporate events, booking related travel, 
• Prepare and process expense reports. Reconcile charges to Corporate and/or business credit card(s) and review, code, and process invoices related to departmental expenses including but not limited to:  setting up vendors, ensuring appropriate insurance coverage is obtained and submitted, and tracking payments to ensure timely payments.
• Maintains a high level of confidentiality with sensitive information.
• Act as back-up to the other administrative staff as needed.
• Performs other duties, including special projects, as assigned.

• Bachelor’s degree and/or related experience
• 3 years’ experience providing Executive Assistant support for senior executives in a fast-paced corporate environment.
• Proficient with Microsoft Office including Outlook, Word, Excel, PowerPoint required.
• Experience with video conferencing software is preferred.
• Experience with accounts payable software such as Yardi desirable.
• Experience with office equipment such as printers, copiers, scanners, mail metering machines.

• Strong attention to detail, organization, and ability to independently troubleshoot unforeseen logistical issues.
• Demonstrated ability to effectively prioritize, plan, and execute Executive Assistant responsibilities in an organized and timely manner.
• Responsiveness to requests and demonstrated ownership in completing essential tasks and assignments in a timely manner.
• Professional, pleasant attitude and demeanor that positively reflects on the individual as a representative of their executives and/or the organization they represent.
• Ability to effectively interact and communicate with all levels within the organization, external groups, and boards of directors.
• Ability to interpret documents such as contracts, agreements, documents, reports, and procedure manuals.
• Ability to respond effectively to the most sensitive inquiries or complaints.
• Ability to complete responsibilities and projects with minimal direction/supervision.
• Ability to define problems, collect data, establish facts and draw valid conclusions.

OFS is committed to creating a successful diversity, equity and inclusion (“DEI”) program in which ALL employees recognize and understand individual differences and how we can adjust our preconceived biases and perceptions of others and, thereby, promote an inclusive environment at OFS based on its core tenets of Honesty, Integrity, Kindness and Respect. As an equal opportunity employer, we prohibit any unlawful discrimination against a job applicant on the basis of their race, color, religion, gender, gender identity, gender expression, sexual orientation, national origin, family or parental status, disability*, age, veteran status, or any other status protected by the laws or regulations in the locations where we operate. We respect the laws enforced by the U.S. Equal Employment Opportunity Commission (EEOC) and are dedicated to going above and beyond in fostering diversity across our workplace.

Actual base salary considers several factors including but not limited to geography, job-related knowledge, experience, and budget. The start of the salary range is typically associated with the minimum experience required. At OFS, base pay is one part of the total compensation package. For this role, bonus compensation may be a significant part of the total compensation. The anticipated base salary range for the position in New York is $75,000- $95,000.

*Applicants with disabilities may be entitled to reasonable accommodation under the terms of the Americans with Disabilities Act and certain state or local laws. A reasonable accommodation is a change in the way things are normally done which will ensure an equal employment opportunity without imposing undue hardship on OFS. Please inform our Talent team if you need any assistance completing any forms or to otherwise participate in the application process.

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