Administrative Assistant, Firm Operations (52652)

Citrin Cooperman offers a dynamic work environment, fostering professional growth and collaboration. We’re continuously seeking talented individuals who bring a problem-solving mindset, fresh perspectives, and sharp technical expertise. We know you have choices, so our team of collaborative, innovative professionals are ready to support your professional development. At Citrin Cooperman, we offer competitive compensation and benefits and most importantly, the flexibility to manage your personal and professional life to focus on what matters most to you! 

We are seeking an exceptional Executive Assistant to provide high-touch, anticipatory support to the Firm Operations leadership team. This role is central to the effectiveness of the team and requires the ability to manage complex calendars and travel, prepare executive materials, monitor expenses and budgets, coordinate events, and oversee administrative logistics with sound judgment, discretion, and consistent follow-through. 

The ideal candidate is a highly organized, proactive professional who anticipates needs, exercises sound judgment, communicates with confidence, and maintains exceptional attention to detail. They must be comfortable supporting senior leaders, managing competing priorities, and operating with discretion in a dynamic, collaborative environment. 

Responsibilities include, but are not limited to: 

Executive Leadership Support 

• Serve as a trusted extension of Operations leadership in interactions with internal stakeholders and external contacts. Apply sound judgment to prioritize requests, manage the flow of information, protect leadership time, and ensure communications are timely, professional, and appropriately handled. 

• Own complex executive calendars across multiple time zones, using judgment to resolve conflicts, sequence priorities, anticipate preparation needs, and protect time for the leadership team’s most important commitments. 

• Plan and manage complex domestic and international travel, including air, hotel, ground transportation, and meal arrangements. Anticipate itinerary changes, prepare clear travel details, resolve disruptions promptly, and process expense reimbursements accurately and on time for Operations leadership. 

• Manage the full lifecycle of leadership meetings, including agenda development, material preparation, pre-read distribution, meeting notes, action-item tracking, and follow-up to ensure decisions, owners, and deadlines are clearly documented. 

Event & Meeting Coordination  

• Assist with planning and coordinating internal meetings, leadership offsites, training sessions, and firm events.  

• Manage meeting  logistics such as room reservations, virtual meeting links, catering, and attendee communications.  

• Support event execution before, during, and after meetings to ensure a seamless experience.  

Presentation & Document Preparation  

• Draft, edit, proofread, and format executive-level presentations, reports, briefings, correspondence, and leadership communications. Ensure every deliverable is accurate, clear, visually polished, audience-appropriate, and aligned with firm standards. 

• Assist with drafting and formatting documents, reports, and correspondence.  

• Ensure materials are accurate, professional, and aligned with firm standards.  

Operational & Organizational Support  

• Maintain organized electronic files and records for Operations leadership.  

• Maintain a reliable system for tracking decisions, action items, owners, and deadlines; follow up proactively to support timely completion and escalate potential delays when appropriate. 

• Support special projects and initiatives as assigned.  

• Safeguard sensitive and confidential information by exercising sound judgment, maintaining strict discretion, and handling communications and records in accordance with professional and firm expectations. 

The ideal candidate must: 

• Bring 15 or more years of progressively responsible administrative or executive-assistant experience, including direct support for senior executives, C-suite leaders, partners, managing directors, or comparable leaders in a professional services firm, corporation, or complex matrixed organization. 

• Have experience preparing high-quality presentation materials for senior leadership, with a strong eye for detail, layout, and messaging.  

• Have experience  assisting with event planning or leadership meetings. 

• Demonstrate advanced proficiency in Microsoft Outlook, PowerPoint, Word, Excel, and Teams, with the ability to learn new collaboration, travel, expense, and document-management tools quickly. 

• Collaborate effectively across teams while independently managing multiple priorities, shifting deadlines, and high-volume requests without compromising accuracy, responsiveness, or attention to detail. 

• Communicate clearly, concisely, and professionally in writing and in conversation, and demonstrate strong organizational skills when coordinating information, schedules, materials, and follow-up across multiple stakeholders. 

• Be available to work outside standard business hours when business needs, executive schedules, travel, or firm events require additional support.