This role provides administrative support to multiple senior level executives. Teamwork is integral to this role and the ability to work well with all levels of internal team members as well as outside clients and vendors is required.
Essential Functions & Day-to-Day Responsibilities
Provide administrative support to group Co-Heads and Director with complex needs, including a high volume of travel, itineraries and agendas and an extremely complex calendar of meetings
Works closely with executives to keep them well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a "barometer", having a sense for the issues taking place in the environment and keeping the executives updated as needed
Plan, coordinate and ensure meetings are scheduled, rescheduled, or prioritized based on business needs
Provides "Gateway" role, communicating with broader team constantly to increase efficiency. Establish and implement team scheduling best practices for co-heads and broader team by leveraging company software and applications.
Completes a broad variety of administrative tasks in addition to managing time and travel, including completing expense reports, composing, and preparing correspondence, processing charitable contribution requests, and managing client gifts and entertainment where group co-heads are leads, in accordance with gift and entertainment policies and procedures
Leads the planning and execution process for small local events led by group co-heads (closing dinners, small happy hours, golf outings, etc.)
Completes personal requests as needed (personal travel, errands, etc.)
Education and Qualifications
Bachelor's Degree, preferred
3+ years of experience in a corporate environment working with senior-level executives
Experience, Skills and Competencies Required
Very strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
Very strong interpersonal skills and the ability to build relationships across the broader team and the firm
Expert level written and verbal communication skills
Demonstrated proactive approaches to problem-solving with strong decision-making capability
Emotional maturity
Highly resourceful team-player, with the ability to also be extremely effective independently
Proven ability to exercise discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response
Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment
Experience coordinating complex calendars & managing expenses for multiple team members
Tech-savvy and excellent computer skills. Proficient in MS Office (Outlook, Excel, Word, and PowerPoint), Microsoft TEAMS and Zoom.
Apple device required for remote connectivity
Concur expense management and travel booking experience a plus