Executive Assistant

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