The Executive Assistant will provide a wide range of professional and personal support for a very high-level executive, along with coordination for office. This role is the key gatekeeper and coordinator for the executive, which requires a high level of judgment and discretion along with outstanding collaboration across a broad community of both internal and external parties. This individual will have outstanding attention to detail in a logistically intensive, deadline-driven environment and will possess a proactive, anticipatory, problem-solving personality.
Responsibilities:
Complex and proactive calendar management of both professional and personal commitments
Coordinate logistics for internal and external meetings or events.
Schedule domestic and international travel arrangements
Diligent and effective gatekeeping, triage, and prioritization via phone, email, etc.
Expense tracking and reporting
Maintain various types of personal and confidential information.
Detailed materials preparation in Word, Excel, PowerPoint, OneNote, and other internal systems
Local travel may be required for deliveries, pick-ups, etc.
Office coordination responsibilities:
Acting as key local contact for the office and being the first point of contact for external vendors
Maintain relationships with building management, brokers and other relevant external suppliers and vendors.
General office maintenance tasks including supply orders, invoicing, and external vendor management.
Business management tasks:
Assist with management of departmental budgets, serve as Business Continuity Planning (BCP) contact, coordinate with Real Estate & Facility teams.
Proactively communicate general office updates and any emergency & BCP information to employees
Work with the technology support team to ensure that all video conferencing and end user technology run smoothly.
Working closely with relevant internal Finance& Administration teams to ensure operational excellence, including but not limited to:
Real Estate planning, renovation and workplace logistics
Treasury/ Accounts Payable responsibilities include local support for maintaining corporate bank accounts, facilitating payments, review & monitor invoices, and dispute resolution if necessary
Qualifications:
Minimum of 5 years' experience within an administrative role in a professional services organization
Advanced proficiency in MS Office with an ability and desire to learn new technologies to drive efficiencies.
Excellent organizational, multi-tasking and prioritization abilities
Proactive problem-solving skills and an anticipatory mindset
High level of reliability, professionalism, and discretion
A strong service orientation and remains calm under pressure and has a positive, can-do attitude with a sense of humor.
Typical work schedule is 8:00 am - 5:00 pm with flexibility for occasional off-hours support for urgent matters may be required.
The firm's current hybrid working policy is minimum 3 days per week in office
NOTICE: Any pay ranges displayed are estimations. Actual pay is determined by an applicant's experience, technical expertise, and other qualifications as listed in the job description. All qualified applicants are welcome to apply.