Executive Assistant

About Xponance

Xponance, founded by Tina Byles Williams in 1996 with $15B assets under management is a diverse, woman-led, and 100% employee-owned investment firm aiming to transform access to alpha. The firm offers global and non-U.S. equity investment strategies through a multi-manager construct that leverages the strengths of entrepreneurial, emerging, and diverse managers. As a direct equity manager, Xponance creates and manages systematic, risk-controlled, active, and passive strategies, incorporating client-directed "Values Based" screening and exclusive use of corporate DEI scores from partner As You Sow. The active U.S. fixed income core strategies span the maturity spectrum, providing income advantages and downside protection through differentiated, off-benchmark securities. Xponance's Alternative subsidiary, Xponance Alts Solutions, focuses on GP Staking and Seeding efforts for diverse and woman-led alternative managers. Additionally, Aapryl, LLC, Xponance's fintech subsidiary, offers a web-based analytical platform assisting asset owners and advisors in portfolio, asset manager, and risk due diligence for fiduciary duty fulfillment.

Opportunity – Executive Assistant

Join our dynamic team as a full-time Executive Assistant, reporting directly to the CEO/CIO. This pivotal role involves personalized interactions with the CEO/CIO, encompassing daily schedule management, coordination of external communications, travel arrangements, and diverse administrative responsibilities. The successful candidate will thrive in a mission-driven, community-oriented, and entrepreneurial environment.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Provides sophisticated calendar management for CEO/CIO.

· Plans, coordinates, and ensures the CEO/CIO's schedule is followed and respected. Provides "gatekeeper" and "gateway" role, creating win-win situations for direct access to the CEO/CIO's time and office.

· Prioritizes inquiries and requests while troubleshooting conflicts; make judgements and recommendations to ensure smooth day-to-day engagements.

· Arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.

Act as a liaison and provide support to the Board of Directors.

· Communicates directly, and on behalf of the CEO/CIO, with Board Members, management team and others, on matters related to CEO/CIO's programmatic initiatives.

· Arrange and manage all logistics for Board and Management meetings and events; schedule meetings and events; prepare draft agendas for Board and Management Meetings, develop, compile, and distribute presentation materials for Board and Management meetings.

Provide a broad variety of administrative tasks that facilitate the CEO’s ability to effectively lead the organization.

· Assisting with special projects, completing expense reports; composing and preparing correspondence that is sometimes confidential; research, prioritizes and follows up on incoming issues and concerns addressed to the CEO/CIO, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.

· Provides a bridge for smooth communication between the CEO/CIO's office and internal departments; demonstrating leadership to maintain credibility, trust, and support with senior management staff.

· Works closely and effectively with the CEO to keep her well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a "barometer," having a sense for the issues taking place in the environment and keeping the CEO/CIO updated.

· Provides leadership to build relationships crucial to the success of the organization and manages a variety of special projects for the CEO/CIO, some of which may have organizational impact.

· Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the CEO/CIO's ability to effectively lead the company.

· Balances competing priorities effectively; addresses matters promptly, takes proactive measures, and sees projects through to successful completion, even under tight deadlines.

· Coordinates items of a personal nature for the CEO/CIO.

· Coordinate catering needs for events such as Client and Prospective client meetings.

QUALIFICATIONS

EXPERIENCE & ATTRIBUTES:

· Extensive experience providing executive support, particularly to C-level executives.

· Exceptional organizational skills, demonstrating the ability to seamlessly manage and prioritize multiple tasks with keen attention to detail.

· Proficient in making well-informed decisions regarding priorities and scheduling for CEO/CIO.

· Capable of independently completing a high volume of tasks and projects with minimal guidance.

· Maintains a high level of professionalism when interacting with clients, board members, the management team, staff, and other stakeholders.

· Possesses expert-level written and verbal communication skills.

· Demonstrates proactive problem-solving with strong decision-making capabilities.

· Exhibits emotional maturity in handling various situations.

· A highly resourceful team player with the capacity to work effectively independently.

· Proven ability to manage confidential information discreetly, adapt to competing demands, and provide the highest level of service.

· Shows a track record of achieving high-performance goals and meeting deadlines in a fast-paced environment.

· Forward-thinking individual who actively seeks opportunities and proposes solutions.

· Flexible and willing to work extended hours or handle issues outside of regular working hours.

· Available for travel as needed.

EDUCATION AND EXPERIENCE REQUIREMENTS

· Bachelor's degree required, Maste’s degree preferred.

· Strong work tenure: 7 to 10 years of experience supporting Senior Level Executives.

· Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat, and Social Media web platforms.

· Must be flexible to manage situations or events outside of normal working hours.

SKILLS

LANGUAGE SKILLS

Ability to analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to compose quarterly client reports and other business correspondence. The candidate must possess the ability to communicate effectively with groups of clients, outside vendors, or employees of the organization.

MATHEMATICAL SKILLS

Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, and percentages and apply concepts of basic algebra. Must possess conceptual understanding of the reconciliation process.

REASONING ABILITY

Ability to deal with problems involving several concrete variables in standardized situations as well as in situations where only limited standardization exists.

Job Type: Full-time

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off

Schedule:

• 8 hour shift
• Monday to Friday

Ability to Relocate:

• Philadelphia, PA 19103: Relocate before starting work (Required)

Work Location: Hybrid remote in Philadelphia, PA 19103