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 calendarsScreen incoming calls and determine the level of priority, while using caution in dispensing informationManage the coordination and logistics of both internal and external meetingsArrange and coordinate complicated domestic and international travelOrganize all aspects for offsite conferences and external events, including catering and transportationProcess 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 proceduresAssist with staff on-boarding and off-boarding, which includes requesting equipment setup and system accessProduce high quality emails and messages to individuals at all levels of the organizationMaintain current organizational charts and Executive Bio’sHandle 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 aboveAdvanced ability to organizeTact and good judgment in confidential situations, and proven experience interacting with senior managementStrong interpersonal, written, and oral communication skillsStrong proficiency in Microsoft OfficeExcellent telephone etiquette and ability to manage competing priorities i.e. calendar managementGraduate degree