Executive Assistant

• 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

• 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

• 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

• 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
   

• 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: