Executive Assistant

ABOUT THE COMPANY

Known Holdings is a Black-, Indigenous-, Asian American- and Latinx-led financial services platform shifting ownership and catalyzing growth towards the New Majority, and the multi-trillion dollar economy it powers. 

POSITION SUMMARY

Since its launch in November 2021 (see the press release of our launch), Known has consistently grown ahead of its strategic plan—a clear response from the market that signals a need for our services and vision.  

We need an experienced Executive Assistant who can manage the schedules and communications of our Partners. The ideal candidate can operate at strategic and tactical levels simultaneously, is meticulously detailed, and understands that you can be assertive with process while being gentle with people. Our fast-moving and ambitious team has big plans for 2023, and we’re looking for someone who can grow the company with us. If you believe you can help us do that, we’re hoping you’ll join our team. 

We value prioritized communities and the New Majority at Known Holdings. Women, people of color, LGBTQIA2S+, individuals with disabilities, and veterans are especially encouraged to apply. 

RESPONSIBILITIES

Triage 

  • Acting as the point of contact for both internal and external relationships  
  • Maintain professionalism and strict confidentiality with all materials, and exercise discretion when interfacing with external clients

 

Communications and Scheduling 

  • Coordinate complex scheduling and extensive calendar management, as well as manage flow of information to four senior executives 
  • Book meeting rooms and venues 
  • Draft and format information for internal and external communication (memos, emails, presentations, reports) 
  • Take minutes during meetings (this responsibility is shared) 
  • Confirm meetings the previous day of occurrence  
  • Make reservations for business meals and business travel 
  • Screen and direct calls as needed 
  • Support the maintenance of our information management system in SharePoint  

 

Travel and Expenses 

  • Manage travel and accommodation arrangements 
  • Track and submit expenses on a weekly basis 

 

Event Support 

  • Supporting on event planning, logistics, budgeting and operations for Known offsites and in-person events 
  • On-site event support (set up, break down, greeting attendees, troubleshooting) 

 

Culture 

  • Collaborate with other team members in formal and informal environments 
  • Hire and train other team members 
  • Oversee the performance of other administrative staff 
  • Provide constructive feedback with compassion 
  • Proactively anticipate and resolve problems 
  • Support the planning and execution of team meetings and offsites 
  • Stay up to speed on new software, technology, best practices 

QUALIFICATIONS

Required Qualifications 

  • Live in the Chicagoland or Tri-State NY Area 
  • Prior experience as a C-suite or VP level Executive Assistant (3-5 years) 
  • Bachelors’ degree or 7+ years commensurate experience  
  • Outstanding organizational and time management skills across multiple time zones 
  • Experience planning and executing professional in-real-life events and logistics 
  • Extraordinary critical thinking and problem-solving skills  
  • You have worked remotely (work from home) in a previous role 
  • You are open and willing to travel domestically and internationally (20%) 
  • You are current with your vaccinations including COVID-19 boosters 
  • Strong working knowledge of MS Office Suite and other web software 

 

Preferred Qualifications 

  • Prior experience in Financial Services, Investment or FinTech companies 
  • Experience managing multiple executives 
  • Experience with Asana or other project management software 
  • Knowledge of budgeting software 
  • You have a valid U.S. passport 
POSITION DETAILS

This is a hybrid position and requires a maximum of 1-2 days in the office in Chicago or NYC as needed. The position requires working across multiple time zone as our executives are located in Pacific, Central, and Eastern time zones. Applicants must be authorized to work for any employer in the U.S. We are unable to sponsor or take over sponsorship of an employment visa at this time. The current budget for this position is between $70,000-$80,000 annually with competitive benefits. 

Apply here.