Executive Assistant Supervisor

We are the leading provider of professional services to the middle market globally, our purpose is to instill confidence in a world of change, empowering our clients and people to realize their full potential. Our exceptional people are the key to our unrivaled, inclusive culture and talent experience and our ability to be compelling to our clients. You’ll find an environment that inspires and empowers you to thrive both personally and professionally. There’s no one like you and that’s why there’s nowhere like RSM.

The executive assistant supervisor will provide highly skilled and efficient support to one or more RSM leaders and/or their teams. This position is 
responsible for the execution of all day-to-day activities, including strategic calendar and schedule management, execution of travel arrangements/expense 
reimbursement and coordination of logistics for internal and external meetings. May assist with proofreading communications, compiling reports and other 
special projects as needed. This position works closely with key stakeholders to build strong relationships across the enterprise and ensure that assigned 
projects are prioritized, scheduled, and executed appropriately.

The executive assistant supervisor will demonstrate more advanced experience by working closely with a manager or manager lead, and other ESS and 
firm leadership on helping identifying process improvement opportunities and efficiencies for leadership support and will provide quality and consistent 
support throughout the firm in accordance with RSM policies. 

In collaboration with the executive assistant manager, this position is responsible for oversight, training, development, and mentorship of other leadership 
support team members.

This position requires a high level of professionalism, confidentiality, and a sense of urgency. The ability to problem solve and work independently is 
required.

The executive assistant supervisor may also be an idea generator in the creation and development of administrative processes.

Responsibilities:

• Serve as the point person to maintain all calendar appointments and ensure meetings are scheduled in advance and prioritized accordingly.
• Coordinate all travel arrangements (flights, cars, hotels and meals, etc.).
• Submit expense reports in a timely manner.
• Be responsible for meeting management administration, including handling all meeting invitations and logistics, tracking attendees, creating agendas/developing content, taking notes and following up with action items.
• Maintain daily, weekly and monthly to-do lists, with follow-ups accordingly.
• Anticipate needs and independently apply a systematic approach toward achieving desired outcomes.
• Routinely handle confidential correspondence. Delegate or take ownership of projects and/or events as assigned, including conducting research, establishing timelines, organizing details, and following through with execution.
• Create and maintain documentation to identify, plan and follow up on active assignments for leaders and other contributors.
• Prepare and proofread information, including correspondence, PowerPoint slides, handouts, and spreadsheets, ensuring a professional and consistent appearance.
• Independently compile data from a variety of resources and prepare appropriate reports and/or documentation.
• Review work product of executive assistants, ensuring quality and consistent deliverables.
• Review invoices and/or charges on firm-issued purchasing card for accuracy and reconcile in a timely manner, as needed.  Serve as a knowledge resource for leaders/teams with questions on established processes to deliver a consistent and positive experience.
• Act as a liaison between ESS and other firm client service departments and/or others outside of the firm as appropriate.
• Share advanced knowledge of firm systems, tools, and industry knowledge when appropriate.
• Begin to build strong relationships within their leader's line of business, firm client service and ESS to ensure constant alignment between the needs of the business, the needs of ESS and our clients, both internal and external.
• Supervise, train and mentor other team members and provide input on the development of training as appropriate.
• Collaborate with other Executive Assistants and the Executive Assistant Manager to identify and recommend best practices
• Serve as a performance advisor to other executive assistants. This includes communication of performance expectations including an annual performance descriptor, ongoing performance feedback, employee development plans and growth opportunities

Education

• Associate degree or 2+ years of experience in related field

Experience

• 4+ years of relevant experience in a related field or area
• 2+ years of increasing responsibility
• 1 to 3 years of demonstrated experience managing multiple projects of low to moderate risk
• Ability to interact with multiple levels of leadership

Technical/Soft Skills

• Advanced Microsoft Office skills, ability to learn programs/software utilized by the firm
• Ability to communicate effectively with a diverse audience
• Demonstrated ability to apply technical/procedural requirements of the position based on knowledge and experience within specialization
• Effective organization, prioritization and time management skills and strong attention to detail
• Excellent people skills
• Strong grammar and proofreading knowledge and experience
• Ability to prepare presentations including charts, graphics and tables, speaker notes and handouts, etc.
• Adept at managing multiple tasks and projects
• Ability to manage workflow and expectations with team members, as well as provide guidance/training as needed
• Demonstrated ability to impact and influence a diverse population
• Demonstrates professional judgement and emotional intelligence

Leadership Skills

• Ability to supervise, direct and analyze the results of programs, projects or assignments
• Ability to respond positively to changing circumstances, serve as a model of the change, while having quality-conscious client service, decision-making, conflict resolution and critical thinking skills
• Ability to facilitate discussions with leaders
• Ability to lead by understanding team dynamics
• Ability to manage at a macro level and identify when a refined approach is necessary
• Ability to attract, lead, motivate and retain team members, including providing guidance and feedback
• Helps build a diverse and inclusive culture in the workplace by cultivating a safe environment to ask questions, share innovative ideas and make suggestions; provides coaching on an informal basis

At RSM, we offer a competitive benefits and compensation package for all our people.  We offer flexibility in your schedule, empowering you to balance life’s demands, while also maintaining your ability to serve clients.  Learn more about our total rewards at https://rsmus.com/careers/working-at-rsm/benefits   https://rsmus.com/careers/el-salvador.html. 

RSM does not tolerate discrimination and/or harassment based on race; colour; creed; sincerely held religious beliefs, practices or observances; sex (including pregnancy or disabilities related to nursing); gender (including gender identity and/or gender expression); sexual orientation; HIV Status; national origin; ancestry; familial or marital status; age; physical or mental disability; citizenship; political affiliation; medical condition (including family and medical leave); domestic violence victim status; past, current or prospective service in the Salvadoran Military/Veteran status; pre-disposing genetic characteristics or any other characteristic protected under applicable provincial employment legislation.  

Accommodation for applicants with disabilities is available upon request in connection with the recruitment process and/or employment/partnership. RSM is committed to providing equal opportunity and reasonable accommodation for people with disabilities. If you require a reasonable accommodation to complete an application, interview, or otherwise participate in the recruiting process, please send us an email at [email protected].