Senior Executive Assistant To Ceo

Who we are: Caliber is a leading financial services company in the alternative asset management space, focused on commercial real estate, providing accredited investors and registered investment advisors with well-structured alternatives to traditional investments.
Our Why: Caliber grows the wealth of good people to create a better world.
Our Vision: We create strategic investments that build generational wealth for our investors, communities, and team. We are an alternative asset manager with strategies in real estate and credit, differentiated by our vertically integrated business model.
Our Core Values: Authenticity & Transparency | Compassion & Service | Vision & Agility

• You are a leader helping to chart a long-term course for Caliber in your areas of focu
• You are a problem solver – you find ways forward for the company as we continue to grow
• You are willing to roll up your sleeves – no matter what the task is, you are willing to find a way to get it done
• You are curious – you want to know what the best practices in our industry are, who is doing what, how Caliber can outperform our competitors, and where the trends are and are headed
• You can handle high level conversations, confidentiality, technical challenges, and complex strategies
• You like keeping Caliber and our clients safe – you watch after the Company’s assets and ensure decisions are considered through a lens of strategy and future impact
• You want to help the people around you and your community – you care

Why Does Your Role Matter?
Reporting directly to the CEO, the Executive Assistant provides executive support in a one-on-one working relationship. The Executive Assistant serves as the primary point of contact for internal and
external constituencies on all matters pertaining to the CEO. The Executive Assistant also serves as a liaison to the board of directors and senior management teams; organizes and coordinates executive outreach and external relations efforts; and oversees special projects. The Executive Assistant must be creative and enjoy working within a small, entrepreneurial environment that is value-driven, results-driven and community oriented. The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The Executive Assistant will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.
Essential Functions for this Role:
Executive Support

• Completes a broad variety of administrative tasks for the CEO including: managing an extremely active calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.
• Plans, coordinates, and ensures the CEO's schedule is followed and respected. Provides "gatekeeper" and "gateway" role, creating win-win situations for direct access to the CEO's time and office.
• Communicates directly, and on behalf of the President and CEO, with Board members, donors, Foundation staff, and others, on matters related to CEO's programmatic initiatives.
• Researches, prioritizes, and follows up on incoming issues and concerns addressed to the President, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
• Provides a bridge for smooth communication from the CEO to internal departments; demonstrating leadership to maintain credibility, trust, and support with senior management staff.
• Works closely and effectively with the CEO to keep him/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 President updated.
• Provides leadership to build relationships crucial to the success of the organization, and manages a variety of special projects for the President, 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's ability to effectively lead the company.
• Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.

Board Support and Liaison

• Serves as the CEO’s administrative liaison to Caliber’s board of directors.
• Assists board members with travel arrangements, lodging, and meal planning as needed.
• Maintains discretion and confidentiality in relationships with all board members.
• Adhere to compliance with applicable rules and regulations set in bylaws regarding board and board committee matters, including advance distribution of materials before meetings in electronic/paper format.

Senior Management Liaison

• Participates as an adjunct member of the Executive Team including assisting in scheduling meetings and attending all meetings.
• Assists in coordinating the agenda of senior management team meetings and off-sites, and all staff meetings.
• Facilitates cross-divisional coordination of travel and outreach plans.

Communications, Partnerships, and Outreach

• Ensures that the President's bio is kept updated and responds to requests for materials regarding the CEO and the organization in general.
• Edits and completes first drafts for written communications to external stake holders.

Strategic Initiatives

• Works with the Strategic Initiatives team in coordinating the CEO’s outreach activities.
• Follows up on contacts made by the CEO and supports the cultivation of ongoing relationships.
• Edits and creates acknowledgement letters from the CEO to internal and external clients.

Relationships at Caliber:

• Reports to: CEO
• Regularly interacts with all members of the Caliber Team

Ideal Qualifications Include:

• Bachelor's degree required; equivalent combination of education/experience/training will be considered.
• Strong work tenure: 5 to 10 years of experience supporting C-Level Executives, preferably in the financial industry.
• Experience and interest in internal and external communications, partnership development, and commercial real estate investing.
• Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat, and Social Media web platforms.
• Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
• Impeccable interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, and external partners and investors.
• Expert level written and verbal communication skills.
• Demonstrated proactive approaches to problem-solving with strong decision-making capability.
• Emotional maturity.
• Highly resourceful team-player, with the ability to also be extremely effective independently.
• Proven ability to handle confidential information with discretion, be adaptable to various. competing demands and demonstrate the highest level of customer/client service and response.
• Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment.
• Forward looking thinker, who actively seeks opportunities and proposes solutions.
• Strong problem-solving skills and ability to use best judgement to work through challenges.
• Ability to work in a fast-paced environment under deadline pressure.
• Ability to adapt to processes and deal with ambiguity.
• Clear, effective oral and written communication skills are required, must be careful listener and clear communicator.

Physical Demands:
This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers and filing cabinets. The team member frequently communicates with internal team members, investors and vendors. Must be able to remain in a stationary position 50% of the time. Constantly operates a computer and other office productivity machinery such as a copy machine and printer. Occasionally moves items up to 50 lbs. for various projects.
EEO Statement
Caliber is an equal opportunity employer. Caliber expressly prohibits any form of unlawful employment discrimination, unlawful employment harassment, and unlawful employment retaliation. Caliber is committed to a policy of providing equal employment opportunities (“EEO”) to all employees and applicants for employment without regard to race, color, ethnicity, national origin, age, sex, gender identity, sexual orientation, religion, disability, pregnancy status, veteran status, genetic information, or any other characteristic protected by law. The terms of this EEO policy apply to all areas of employment, including but not limited to, hiring, placement, promotion, discipline, termination, transfer, leaves of absence, compensation, benefits, training, layoff, and rehire. Caliber will make reasonable accommodations for qualified individuals with known disabilities unless doing so would result in an undue hardship. Any employees with questions or concerns about discrimination, harassment, or retaliation should immediately discuss the questions or concerns
with the Director of Talent Development or President & COO. Caliber does not retaliate against employees who report in good faith unlawful discrimination, harassment, or retaliation.
This job description in no way states or implies that these are the only duties performed by the employee occupying this position. Employees will be required to follow any other job-related instructions and to perform other job-related duties requested by their manager/supervisor.
Requirements are representative of minimum levels of knowledge, skills and/or abilities. To perform this job successfully, the employee must possess the abilities or aptitudes to perform each duty proficiently. This document does not create an employment contract, implied or otherwise, other than an “at-will” employment relationship.
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