Executive Assistant

Join our team to interact with executive-level clients across various business lines, adapt procedures to meet department goals, and perform confidential administrative tasks for executives, managers, and stakeholders

As an Executive Administrative Assistant, you'll handle various confidential administrative tasks, requiring initiative and sound decision-making for the executive, their management team, and other stakeholders.

Job Summary

As an Executive Assistant within our dynamic team, you will play a crucial role in maintaining complex and detailed calendars, managing logistics for meetings, and coordinating travel arrangements. You will have the opportunity to interact with executive-level clients and adapt procedures to meet departmental goals. Your role will involve producing high-quality communications, assisting with onboarding, and leading ad hoc projects, all while working collaboratively with the administrative team.

Job Responsibilities

• Maintain complex and detailed calendars
• Screen incoming calls and determine the level of priority, while using caution in dispensing information
• Manage the coordination and logistics of both internal and external meetings
• Arrange and coordinate complicated domestic and international travel
• Organize all aspects for offsite conferences and external events, including catering and transportation
• Process invoices and T&E expense claims for team members. Ensure all policies are followed and items are processed within provided guidelines. Act as a subject matter experts for policies and procedures
• Assist with staff on-boarding and off-boarding, which includes requesting equipment setup and system access
• Produce high quality emails and messages to individuals at all levels of the organization
• Maintain current organizational charts and Executive Bio’s
• Handle regular activities without prompting, and advise in advance with issues or delays

• Assist in editing spreadsheets and presentations, including printing and binding, for client meetings

   

Required qualifications, capabilities and skills 

• At least five years of administrative experience, ideally supporting at the Managing Director level (or equivalent) or above
• Advanced ability to organize
• Tact and good judgment in confidential situations, and proven experience interacting with senior management
• Strong interpersonal, written, and oral communication skills
• Strong proficiency in Microsoft Office
• Excellent telephone etiquette and ability to manage competing priorities i.e. calendar management
• Graduate degree