Offer summary

Qualifications:

Associate’s degree or equivalent experience required., 5+ years of experience in an administrative role supporting executives., Excellent verbal and written communication skills with a strong client service focus., Proficient in Microsoft Office suite and capable of managing multiple projects..

Key responsibilities:

Assist Partners with client contact and follow up on action items.

Coordinate and schedule meetings, manage travel arrangements, and organize events.

Draft and edit various materials including reports and presentations.

Provide general administrative support and maintain effective communication with clients and staff.

Job description

The Executive Assistant is a key contributor to the firm’s success and a resource to Partners of the firm who may need additional administrative and client support. In providing executive support they are tasked to work independently on various client projects and ensure action items are followed up on.

Responsibilities

Assist in facilitating client contact for Partners as needed (e.g. conference call scheduling, action item follow up, providing updates to client regarding engagement status etc)
Coordinate and schedule all supporting Partner meetings (internal and external)
Communicate changes in estimated payments and billing to all parties involved (internal and external)
Represent Partner by welcoming visitors, reviewing correspondence, responding to questions and meeting requests and other firm functions
Reconcile, code and organize credit card expenses
Draft and/or edit materials including presentations, schedules, reports, letters, scripts, and various correspondence and content
Provide general administrative office support as needed, including answering and routing incoming calls, processing daily outgoing mail, assisting with marketing mailings, filing, welcoming visitors and providing strong customer service/hospitality
Respond to telephone inquiries, take and relay messages, interface consistently with clients and staff in various offices, while exercising significant discretion, confidentiality and judgement
Prepare memos, correspondence, reports, meeting minutes, presentations and other materials
Coordinate executive outreach and external relations efforts, while overseeing special projects
Work independently on projects assigned by Partners, from conception to completion, coordinating with other departments as needed
Manage phone calls and email, including prompt responses to executive team’s queries
Coordinate travel arrangements for Partners by developing schedules and agendas, booking travel, arranging ground transportation, securing lodging and meeting space
Coordinate firm client events and sponsoring opportunities
Provide reception support when needed, including mailings, phone coverage, meeting room organization/set up
Other duties as assigned

People Management/Relationships

Take initiative to be a team player (seek out opportunities to help others)
Treat everyone with respect
Develop loyalty and trust with team
Successfully adapt to different personalities and working styles
Proactively and effectively communicate information regarding status issues to team members
Hold self accountable for assigned work; seek continuous feedback to learn and develop in role; open to new ideas and suggestions

Required Skills

Excellent organization skills and strong attention to detail
Multitasker with the ability to prioritize work accordingly
Excellent verbal and written communication skills with strong client service focus and presentation
Ability to work autonomously under the pressure of tight deadlines and multiple priorities

Education, Experience and Certifications

Associate’s degree or commensurate experience
5+ years’ experience in an administrative function supporting executive levels
Experience with event management, coordination of regular group meetings and daily calendar management
Ability to format information as requested in Word, Excel, PowerPoint and leverage internal systems
Excellent relationship management and customer service skills
Tech-savvy with ability to resolve problems/find solutions by contacting subject matter experts
Prior financial or professional services industry knowledge preferred
Proficient in Microsoft Office suite (Excel, Outlook, Word)
Excellent attention to detail with the ability to manage multiple projects and adapt to different personalities

Essential Functions

Must be able to remain in a stationary position as needed
The person in this position needs to occasionally move about inside the office to access file cabinets, office machinery etc.
Constantly operates a computer and other office productivity machinery, such as a calculator, copy machine, and computer printer
Ability to communicate in a professional manner and exchange information with internal and external clients as needed
Ability to lift/carry up to 20 pounds
Ability to work outside of normal business hours and weekends as needed
Ability to travel to other Firm office locations as needed, overnight travel may be required
This job description is subject to change at any time and employee will be given additional responsibilities as assigned

Salary Range:

$20.00 - $30.00

Required profile