Senior Associate, Executive Assistant

Conventus Holdings Corporation; San Francisco (CA); On-site; USD 90,000 - 100,000; Full time

Benefits offered by this job

PTO 19 days

Health benefits (Vision, Dental)

Job summary

Conventus Holdings Corporation in San Francisco seeks an executive assistant to be the welcoming face of the office and a trusted partner to the leadership team. You will own the front desk, manage calendars, arrange travel, and keep day-to-day operations across our SF, NY, and West Palm Beach offices running smoothly.

The ideal candidate is highly organized, discreet, service oriented, and has 5+ years in similar roles, with strong MS Office and Teams skills and the ability to coordinate across

Qualifications

• 5+ years experience in executive assistant, office manager, receptionist or similar front desk role.
• Strong organizational skills with attention to detail and ability to juggle priorities.

Responsibilities

• Own front desk and visitor experience for SF and coordinate across SF, NY and West Palm Beach.
• Manage complex leadership calendars across time zones and adjust priorities as needed.
• Plan and book travel including flights, hotels, and local transportation with detailed itineraries.
• Prepare, submit, and reconcile expense reports in line with policy.
• Coordinate leadership meetings, offsites, and team events with materials and catering.
• Ensure conference rooms are ready, tidy, and stocked; greet guests and interview candidates.

Skills

Calendar management

Travel coordination

Expense management

Office administration

Discretion & confidentiality

Strong communication

Tools

Microsoft Office

Microsoft Teams

Job description

Conventus Holdings Corporation was envisioned and created to reduce the number of economic intermediaries involved in the origination, funding and investment in the $125 billion real estate bridge loan market place. True to the Latin origin of the company’s name, “to bring together,” CHC existence and strength is anchored to a business model that removes unnecessary economic intermediates so that it can provide superior pricing and service to its clients. Our competitive edge in executing our mission is assembling, nurturing, and developing a collaborative group of talented individuals. To that end, diversity of experiences, perspectives, skills, and cultures is core to our mission and team.

Position Description

Full-Time, Salaried, Performance-Based Bonus

Salary Range:$90,000-$100,000/year

Conventus is seeking a warm and highly organized Executive Assistant to be the welcoming face of our San Francisco office and a trusted right hand to our leadership team. In this role, you will own the front desk and visitor experience, manage leadership schedules, travel, and expenses, and keep our San Francisco and New York offices running smoothly day to day.

Responsibilities

• Leadership Scheduling: Manage complex calendars for members of the leadership team, coordinating meetings across offices and time zones and reprioritizing as needs shift.
• Travel Coordination: Plan and book travel for the leadership team, including flights, hotels, ground transportation, and detailed itineraries.
• Expense Management: Prepare, submit, and reconcile expense reports for the leadership team, ensuring accuracy and timely reimbursement in line with company policy.
• Meeting and Event Logistics: Coordinate leadership meetings, offsites, and team building events, including scheduling, materials, catering, and on the day logistics in collaboration with members of the leadership team.
• Front Desk and Visitor Experience: Serve as the first point of contact at the front desk, warmly greeting and welcoming new hires, visitors, and interview candidates, and ensuring every guest has an excellent first impression of Conventus.
• Office Management: Serve as office manager for the San Francisco and New York offices and support the West Palm Beach office as needed.
• Order weekly team lunches and keep the office stocked with snacks and beverages.
• Check and distribute mail, retrieve voicemails and faxes, and route them to the right people.
• Prepare and send FedEx and other outbound shipments.
• Keep the office tidy and welcoming, including filling water bulbs to care for office plants.
• Ensure conference rooms are set up, clean, sanitized, and ready ahead of every meeting.
• Coordinate with office vendors for lunches, snacks, cleaning, and supplies, and help keep the workspace stocked and functioning.
• Special Projects: Provide ad hoc support to the Chief of Staff and leadership on cross functional initiatives as they arise.

Qualifications

• 5+ years of experience as an executive assistant, office manager, receptionist, or in a comparable front desk role, ideally supporting senior leaders
• Exceptional organizational skills and attention to detail, with the ability to juggle competing priorities calmly
• Warm, professional, and service oriented, with strong written and verbal communication
• Proficiency with calendar and travel management, expense tools, and Microsoft Office and Teams
• Ability to handle confidential information with discretion and sound judgment
• Reliable, fully onsite presence 5 days per week at the San Francisco office
• Comfortable coordinating across multiple offices (San Francisco, New York, and West Palm Beach) and time zones
• Preferred
  • Active Notary Public commission preferred, or willingness to obtain one (company sponsored)

Desired Characteristics

Mindset and Character

At CHC, we look for future employees who demonstrate and have the mindset and character of our following core values:

• Deliver Extraordinary Client Experience: Demonstrate unwavering responsiveness and dedication to delighting clients at every touchpoint.
• Take Responsibility: Be proactive, know what you are responsible for, act with integrity and follow through to the end.
• Respond with Urgency and Care: Balance speed with quality, ensuring that every response is both timely and impactful.
• Grow Together: Grow together through a culture of intellectual curiosity, collaboration and celebration.
• 19 days PTO annually
• Health Benefits (Health, Vision, Dental)

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