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.
Discreet 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.