Summary: The Executive Assistant provides high-level administrative, organizational, and project assistance to the Chief Operating Officer and the other Chief Officers (“Team”) as directed by the COO. This is a fast-paced position requiring professionalism, effective and diplomatic communication skills, good judgment, and advanced skills in the Microsoft suite, including excellent Excel, MSWord and Power Point skills.
Job Duties:
- Proactive calendar management (schedule in-person and virtual meetings, track responses, follow-up as needed, troubleshoot, manage scheduling conflicts), arrange conference room reservations, catering, and AV requests, and other associated tasks.
- Prepare and submit expense reports.
- Create correspondence, memoranda, PowerPoint presentations and other documents.
- Organize and prepare agendas for meetings.
- Prepare COO for meetings with relevant information, notes, etc.
- Ensure accurate and timely filing in the firm’s file management system.
- Assist with budget preparation, analytics and communications.
- Arrange travel as needed.
- Coordinate and assist in planning internal and external Firm events as directed by the COO.
- For key leadership roles:
- Arrange interview schedules and greet candidates on Zoom or in-person when geographically possible.
- Other duties and special projects as assigned.
Requirements:
Experience:
- At least five years of experience supporting executive level professionals in fast-paced professional services environment. Bachelor’s degree strongly preferred.
Knowledge, Skills and Abilities:
- Collaborative style, ability to work both independently and as part of a team.
- Ability to work effectively with all levels of Firm personnel, clients, and vendors.
- Demonstrated commitment to customer service.
- Discrete and able to maintain confidentiality.
- Strong organization skills.
- Ability to manage multiple projects and changing priorities.
- Excellent attention to detail.
- Excellent written and oral communication skills. Knowledge of grammar rules and strong proofreading skills.
- Advanced proficiency with the Microsoft Office Suite, particularly Outlook and PowerPoint.
- Proactive and forward-thinking.
- Essential Demands of the Role:
- Ability to work overtime as needed.
- Minimal travel to other office locations.
- Prolonged periods sitting at a desk or standing; using computer equipment.
