Executive Assistant

Position Summary
The Executive Assistant will provide a variety of complex, confidential and high-level executive support duties for the Partner, Global Head of Investor Relations, Partner, Investment Team Leader and Director of Capital Markets and Investments Syndication including prioritizing and organizing meetings and roadshows with internal and external stakeholders, managing email and calendars, annual investor meeting coordination and supporting other day to day activities.

Essential Job Functions

• Extensive email and calendar management including resolving conflicting demands upon the supported parties’ time for internal and external stakeholders.
• Coordinate extensive domestic and international travel and accommodation arrangements for Global Head of Investor Relations, Investment Team Leader, Director of Capital Markets and Investments Syndication and their teams. This will include handling visa and invitation letter requirements as well as charter travel safety checks.
• Scheduling extensive marketing and fundraising roadshows across many different cities and states domestically and internationally during fundraising periods.
• Responsible for execution of the firm’s Annual General Meeting (meetings held both domestically and internationally). Responsibilities include venue/lodging RFPs, budget planning and reporting, contract negotiation, agenda development, registration, catering, audio-visual requirements as well as on-site logistics.
• Organize meetings including arranging attendance of participants, presenters, venue and catering where appropriate and preparing and distributing relevant documents.
• Act as first point of contact with external stakeholders (mainly existing and potential investors) and screen incoming calls for redirection to appropriate team members for attention.
• Review all incoming correspondence and emails, including allocating, redirecting to appropriate team members for action and following up on the preparation of responses.
• Support the Global Head of Investor Relations, Investment Team Leader, Director of Capital Markets and Investments Syndication and their teams’ general administrative duties as needed.
• Take on as many routine tasks as possible to optimize supported parties’ time.
• Ensure all outgoing correspondence, reports and presentations conform to RCFM’s presentation style, format and content preferences.
• Prepare presentations using PowerPoint and other media as required.
• Complete monthly expense reports in Concur for all individuals you support.
• Back up Denver administrative staff with a full range of support services such as general office administrative duties, managing calendars, making travel arrangements, creating expense reports in Concur, ordering office supplies, filing, scanning, records management, mail, photocopying, compilation of reports, answering telephones and greeting visitors.
• Act in a collegiate and professional manner as a strong team player, supporting others in the administrative team and elsewhere as required.
• Provide timely, efficient administrative support to meetings, workshops and forums as required.
• Be flexible with work hours to accommodate time-sensitive workloads.
• Multi-task and work well under pressure with energy and enthusiasm.
• Meet and manage deadlines and display initiative, organization and attention to detail.
• Excellent proficiency in Microsoft Word, Excel, PowerPoint, and Outlook required.
• Knowledge of CRM (contact management database), Concur and Microsoft SharePoint preferred.
• Provide initiative and creativity to continually improve systems and process to optimize time efficiency.
• Maintain confidentiality of sensitive information.
• Provide ad hoc administrative support to any other RCF Partners and Denver, Perth, New York, Toronto, UK and Santiago teams.
• Given that you will become integrated into the day to day functions of your direct reports and their respective teams, RCF’s expectation is that such mobile telephones/email will be monitored outside of office hours in case you are required to assist or provide information in extraordinary circumstances.

Supervisory Responsibility

This position does not have supervisory responsibility.

Key Relationships

• Partner, Global Head of Investor Relations
• Partner, Investment Team Leader
• Director of Capital Markets and Investments Syndication
• Global Administrative Team
• Heads of Funds
• Other Partners, Executive Management Team Members, HR Manager and other location team members
External:
• Limited Partners
• Existing Portfolio Company Executives
• Potential Portfolio Company Executives and consortium members
• Corporations, institutions and organizations – local, national and international
• Charitable and mining industry organizations, including universities, and other educational institutions

Required Experience and Education

• Bachelor’s degree in business or related field or equivalent years of experience
• Minimum 5-10 years’ work experience as an Executive Assistant or relevant administrative experience
• Must have significant meeting planning experience
• Experience with private equity or hedge funds strongly preferred

Job Qualifications

• Embodiment of company values: passion, discipline, integrity, respect and teamwork
• Must have client service experience with a positive and upbeat personality and ability to interact with external stakeholders in a professional and sophisticated manner
• Ability to work and thrive in a fast-paced, changing environment with a multitude of variant tasks and changing priorities
• Strong organizational skills with the ability to adapt and remain unflappable while managing constant change in travel and meeting schedules
• The ability to meet and manage deadlines and display initiative, organization and attention to detail
• Keyboarding and excellent proficiency in Microsoft Word, Excel, PowerPoint and Outlook
• Knowledge of CRM (contact management databases), Concur or similar expense reporting software and Microsoft SharePoint a strong plus
• Initiative and creativity to continually improve systems and process to optimize time efficiency
• Experience maintaining confidentiality of sensitive information
• Experience and willingness to be a strong team player

Travel

May need to travel at least once per year domestically or internationally, as required.