Executive Assistant (IPG)

Golub Capital; New York (NY); Hybrid; USD 100,000 - 130,000; Full time

Benefits offered by this job

401(k) eligibility

Paid time off

Medical benefits

Job summary

Golub Capital is seeking an experienced Executive Assistant to join the Administration Team, supporting our Investor Partners Group (IPG). The ideal candidate is a team player with the ability to multi-task and make decisions in a fast-paced environment, demonstrating a sense of urgency and attention to detail across all tasks.

The EA will manage calendars and coordinate travel, handle data entry and reporting, and support senior leaders with initiatives to enhance client service and operations.

Qualifications

• Bachelor’s degree required.
• Minimum of 5 years’ experience in a similar capacity is required.
• Excellent verbal and written communication skills.
• Experience booking complex global travel.
• Strong organizational skills and meticulous work.
• Ability to maintain confidentiality in all aspects of job responsibilities.
• Proactive problem-solving abilities and initiative.
• Familiarity with Microsoft Office suite and CRM a plus.

Responsibilities

• Managing calendars and scheduling; coordinating internal and external meetings.
• Coordinating domestic and international travel.
• Handling data entry and reporting via CRM / SharePoint.
• Tracking and organizing monthly expenses.
• Developing knowledge of Golub Capital’s products and processes to support client relationships.
• Supporting Senior Leaders and department initiatives to improve client service.

Skills

Calendar management

Travel coordination

Data entry & reporting

Communication skills

AI tools usage

Confidentiality

Teamwork

Problem-solving

Education

Bachelor’s degree

Tools

Microsoft Dynamics CRM

SharePoint

Microsoft Office

Job description

Administration Department Overview

The Administration Department is responsible for providing administrative and logistical support to the entire organization. The role of the department is to keep the office organized and ensure that everything runs smoothly. In addition, the Administration Team makes sure that policies and procedures are being followed. The department’s primary responsibilities include scheduling, expenses, travel and assisting with other duties allowing those they support more time to carry out their responsibilities.

Position Responsibilities

Golub Capital is looking for an experienced Executive Assistant ("EA") to join the Administration Team, supporting our Investor Partners Group (IPG). The ideal candidate is a team player with the ability to multi-task and make decisions in a fast-paced environment, demonstrating a sense of urgency and attention to detail across all tasks.

Regular tasks will include, but are not limited to, the following:

• Managing calendars and scheduling; working heavily with other EAs to coordinate internal and external meetings
• Coordinating domestic and international travel
• Handling data entry and reporting via Microsoft Dynamics CRM / SharePoint
• Tracking and organizing monthly expenses
• Developing and maintaining knowledge of Golub Capital’s product offerings, systems and processes to support client relationships
• Supporting Senior Leaders / department involvement in initiatives to improve client service including sales enablement, data and analytics
• Facilitating / preparing agenda and materials for Senior Leader-led internal meetings and various committees and forums regarding client coverage
• Assisting with annual benchmark analysis and providing updates on vendor performance (e.g., travel agencies, office supply distributors) to stakeholders
• Participating in semi-annual department process reviews and collaborating with managers and Senior Leaders to identify improvement areas and implement best practices
• Completing ad-hoc projects as assigned on behalf of Senior Leaders / department
• Providing administrative backup support to the Executive Assistant Team including support to the Executive level offices as needed

Candidate Requirements

• Bachelor’s degree required
• Minimum of 5 years’ experience in a similar capacity is required
• Excellent computer skills, familiarity with Microsoft Office suite, previous experience using a CRM program a plus
• Strong organizational skills and the ability to produce work that is thorough, meticulous and highly accurate
• Friendly, upbeat, pleasant demeanor; good at building alliances and possesses a helpful, client support attitude
• Excellent verbal and written communication skills
• Experience booking complex global travel
• Knows when to ask questions with a heightened sense of urgency and the ability to maintain confidentiality in all aspects of job responsibilities
• Proactive problem-solving abilities
• A “no task is too small” attitude
• Ability to handle changing demands in fast-paced environment with strong multi-tasking skills
• Ability to take initiative and work independently while demonstrating strong teamwork
• Demonstrated ability to effectively leverage AI tools in day-to-day work, with strong critical thinking to assess accuracy, limitations and appropriate use of AI generated outputs
• Enthusiastic about working in office and creating a Gold Standard hybrid work culture

Critical Competencies for Success

• Leadership: Role models in this area consistently focus on the right goals and priorities and continually develop themselves and others. Always team players, they influence and engage with others to contribute to a supportive and inclusive culture where all feel welcome.
• Achieving Results: Role models in this area are high achievers who develop careful plans and deliver consistently and effectively. They hold themselves and others accountable for delivering high quality results, and they remove barriers to ensure others can contribute and grow.
• Personal Effectiveness: Role models in this area build strong relationships, treat others with respect and communicate effectively. They are driven to exceed expectations and are adaptable to changing circumstances.
• Thinking Critically: Role models in this area understand our business, rely on analytical reasoning and seek diverse perspectives to solve problems. They are forward thinking, anticipating issues and addressing them in advance.

Department-specific Competencies

• Administrative Excellence: Understands administrative processes and systems (e.g., documentation, calendars, budgets, office management) and balances multiple priorities while maintaining accuracy.
• Internal Customer Focus: Understands internal customers’ business and carries out administrative responsibilities to meet business needs and ensure satisfaction.
• Facilities Knowledge: Utilizes knowledge of facilities maintenance, office automation, and related processes to address issues and optimize performance.
• Office Automation: Understands office automation and drives related processes, leveraging an agile and creative mindset to drive innovative value creation, continuous process improvement and proactive learning through new technology, processes and people.
• Vendor Management: Manages and coordinates with external vendors. Researches and identifies new vendors as needed and monitors performance.
• Project / Program Management: Manages projects and / or programs through planning, identifying resources, monitoring and communicating project activities and assessing impacts of project decisions.

Compensation And Benefits

For New York Only: It is expected that the base salary range for this position will be $100,000 - $130,000. Actual salaries may vary based on factors such as skills, experiences and qualifications for the role. The total compensation package for this position may also include other elements and discretionary awards in addition to a full range of medical, financial and / or other benefits (including 401(k) eligibility and various paid time off benefits such as vacation, sick time and parental leave) dependent on the position offered. Details of participation in these benefit plans will be provided if an employee receives an offer of employment. If hired, the employee will be in an ‘at-will position’ and the Firm reserves the right to modify base salary (as well as any other discretionary payment or compensation program) at any time including for reasons related to individual performance, Firm or individual department / team performance and market factors.

Golub Capital is an Equal Opportunity Employer.

Due to the highly regulated nature of Golub Capital’s business and because of the sensitivity of the information that all personnel have access to, Golub Capital performs extensive and thorough pre-hire screens to ensure that its personnel act with expected levels of integrity, professionalism and personal responsibility. Please review Golub Capital’s US Job Applicant privacy notice and, for California residents, the California Applicant privacy notice for information on how your personal data is collected, processed and stored.