Firm is looking for a motivated Executive Assistant (EA) experienced with C-suite executives to join our team. You will provide dedicated administrative support to a C-suite executive of a rapidly growing and fast- paced company. You will work on a one-to-one basis on a variety of tasks related to the executive’s daily schedule and allocation of time.
The ideal candidate will be experienced communicating with business leaders, and will be extremely detail oriented, reliable, and dependable. We are looking for someone who has a natural ability to multi-task, build presentations and handle complex calendaring schedules, that change on a day by day basis. This is a challenging and high-growth role where you will be working with high-level executives across multiple functions.
The EA will be responsible for setting and maintaining appointments, including calls and meetings, booking and tracking travel, receiving incoming calls and taking messages as well as additional administrative duties.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Provide detail-oriented support to C-Level executives with a high level of discretion and automony
Proactive meeting coordination including: notices, attendee confirmations, conference room scheduling and technology set up, materials and presentation preparation, meal and travel coordination and monitoring the ongoing needs and requirements of meetings in process
Ability to maintain privacy and confidentiality. Requires good oral and written communication skills. Representation of the C-Level executive and institution internally and externally. Will work collaboratively with other administrative staff within the company to foster consistency in message and team work
Proactively manage and optimize complex calendars (calls, meetings, video conferences, interviews)
Own all other day-to-day administrative functions for assigned executives (e.g., processing expense reports, reviewing and approving team expense reports, conference registration, compose and prepare correspondence (sometimes of confidential nature), travel and itinerary planning, mailing, shipping, faxing, scanning, filing, running errands, maintaining contacts, coordinating with vendors, greeting visitors, )
Fulfill incoming requests, resolving scheduling conflicts and prioritizing competing needs with little to no supervision
Completing and submitting expense reports on behalf of executives
Professionally representing executives in communications with the internal staff, external vendors, and all others
Work closely and effectively with the C-suite to keep them well informed of upcoming commitments and responsibilities, and following up appropriately
Prioritize conflicting needs and handle matters quickly and proactively
Consistently meet deadlines with minimal supervision
Assist with event planning and special projects as needed
Project management and special projects
5+ years of experience as an Executive Assistant supporting VP / SVP / C-Level Executives in a fast- paced and growing company
High integrity, service orientation and discretion
Proven track record with handling confidential/sensitive information with discretion
Long-term career interest as an Executive Assistant with demonstrated longevity in previous roles
Proactive and creative problem solver with demonstrated ability to resolve issues in a timely manner
Excellent written, verbal, and nonverbal communication skills
Proactive self-starter who can anticipate needs, is dependable, reliable, and preserves confidentiality with the utmost integrity
Word, Excel, PowerPoint and Keynote experience
Flexible and adaptable
Customer service focused
Office 365 expert
Looks for ways to improve inefficiencies
Thrives in a fast-paced environment
This position has no supervisory responsibilities.
This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.
This is largely a sedentary role; however, some filing is required. This would require the ability to lift files, open filing cabinets and bend or stand as necessary.
Position Type and Expected Hours of Work
This is a full-time position. Days and hours of work are Monday through Friday, 9:00 a.m. to 6 p.m. Overtime and weekend work will be required.
Minimal is expected for this position.
Required Education and Experience
Proven experience as an executive administrative assistant, senior executive assistant or in other administrative position
Full comprehension of office management systems and procedures
Excellent knowledge of MS Office
Proficiency in English
Exemplary planning and time management skills
Ability to multitask and prioritize daily workload
High level verbal and written communications skills
Discretion and confidentiality
Four-year college degree
Proven track record in a fast-paced environment
5-7 years of related experience
Preferred Education and Experience
7-10 years of related experience