Executive Assistant

  • Employment: Full-time
  • Locations: Seattle, WA
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ABOUT GQG PARTNERS

GQG Partners (“GQG”) is an SEC registered investment advisor with ~$150bn AUM. GQG focuses on offering long-only equity strategies and investment management services to institutional, wholesale and retail clients across the globe. The company is headquartered in Ft. Lauderdale FL, with offices in New York, Seattle, London, Abu Dhabi, and Sydney. GQG is publicly traded on the Australian Securities Exchange. The company currently employs approximately 200 associates worldwide.

GQG is passionate about investing and strives for the highest levels of excellence in a competitive industry. It is our responsibility to help investors secure their financial future and we are honored that our clients entrust us with their financial capital. We endeavor to create a business that is closely aligned with our clients’ financial interests. And we strive for success at all levels of our organization through a commitment to independent thinking, continual growth, cultural integrity, and a deep knowledge of the markets.

KEY RESPONSIBILITIES

Legal Team Support – (50%)

  • Legal team files:  General filing, drive organization, file naming/renaming for consistency and ease of searching – potential for larger scoped project but ongoing
  • Management committee meetings:  Help gather/assemble meeting materials, follow up with contributors for timely submissions, help reschedule meetings when requested by participant
  • DocuSign user management: Getting supervisor authorizations, sending out authorization forms, adding/managing users, also act as my DocuSign back up sender as needed
  • Project-based support: Help to gather/organize materials when requested for audits, regulatory inquiries or other events
  • Bills:  Centrally involved in the billing process, including routing bills to team members who are working with outside counsel for review and coordinating on reporting project costs with finance.
  • Vendor onboarding:  Administrative aspects of the vendor onboarding process, management of Monday.com tasks
  • Legal PCS launch support

Expense Reporting (15%) – Process credit card expenses and expense reimbursements for multiple executives. 

Travel Coordination (10%) – Plan and book extensive domestic and international travel. Arrange flights, hotels, and ground transportation, procure visas, maintain passports, and track travel credits.  Respond effectively to last minute, urgent changes to itineraries. Understand and adhere to travel preferences and policies. Manage expense reporting.

Special Projects (10%) – Work on presentations, reports, correspondence, and spreadsheets using the MS Office suite. Other tasks include filing, copying, record keeping, internet research, and event planning. Scribe for key meetings.

Office Administration (10%) – Manage office supplies and equipment, mail/shipments, act as primary contact for facilities and IT. 

Calendar Management (5%) – Schedule internal and external meetings, appointments, and conference calls, often across multiple time zones. Maintain well-organized calendars despite frequent, last-minute changes. Act as gatekeeper of executives’ schedule and accessibility. Able to think ahead and anticipate and resolve scheduling conflicts. Ensure that executives are well-informed and prepared for upcoming events.

CHARACTHERISTICS AND BEHAVIORS

  • Time management and multi-tasking ability
  • Strong prioritization skills
  • Strong attention to accuracy and detail
  • Collaborative and team player
  • Effective communicator on status, questions, issues  
  • Technically savvy
  • Adaptable to changing deadlines and priorities
  • Proactive, self motivated
  • Feedback oriented, quickly learns from mistakes
  • Trusted with confidential and private information
  • On-time, high integrity
  • Creative problem solver

QUALIFICATIONS

  • 5+ years of experience assisting C-level executives in a fast-paced organization or similar experience requiring extensive planning and organization  
  • 3+ years of experience coordinating and managing international travel
  • Proficient in Microsoft Suite, Zoom, and Skype
  • Proficient in expense reporting  
  • Experience in financial services industry preferred
  • Ability to work non-standard hours as needed for emergencies

GQG Partners LLC is an Equal Opportunity Employer and will not engage in unlawful discrimination on any basis prohibited by local, state or federal law. This policy applies to all aspects of employment, including recruitment, placement, promotion, transfer, demotion, compensation, benefits, social and recreational activities and termination.

For more information about equal employment opportunity, please click here for “EEO Is the Law.” GQG Partners LLC may participate in E-Verify, please view the following links for details in English and Spanish. For information regarding your Right to Work, click here for details in English and Spanish.

Please refer to our Applicant Privacy Notice for important privacy disclosures. 

GQG Partners LLC is an Equal Opportunity Employer and will not engage in unlawful discrimination on any basis prohibited by local, state or federal law. This policy applies to all aspects of employment, including recruitment, placement, promotion, transfer, demotion, compensation, benefits, social and recreational activities and termination.
For more information about equal employment opportunity, please click here for “EEO Is the Law.” GQG Partners LLC may participate in E-Verify, please view the following links for details in English and Spanish. For information regarding your Right to Work, click here for details in English and Spanish.