Administrative Assistant

Our client is seeking an Executive Assistant to support our   Managing Directors with a variety of administrative, organization, and logistical tasks.

Administrative

• Maintain executive calendar; schedule/reschedule meetings, coordinate with other assistants in organizing complex meetings with high level executives and clients
• Provide telephone coverage by prioritizing and handling urgent calls with professionalism and good judgment; taking accurate messages and backing up other lines as needed
• Coordinate business travel, book travel arrangements, coordinate out-of-town meeting/conference schedules and prepare travel and expense reports through Concur
• Arrange large group meetings including scheduling with all parties, booking appropriate rooms, arranging call-in numbers, organizing special meeting facilities, sending meeting confirmation emails and preparing and distributing meeting materials
• Navigate Firm’s resources, interface with various departments to collect information, respond to requests, obtain services
• Manage highly sensitive information as it relates to firm and staff, including reviewing and prioritizing incoming communications and taking appropriate action

Qualifications – Requires Skills and Attributes

• Prior administrative or related experience at executive level is essential
• Excellent written, verbal and interpersonal communication skills
• Highly service-oriented individual with the ability to work well both as an individual contributor and as part of a broader department
• Flexible attitude and highly trainable with ability to learn new, proprietary systems
• Detail-oriented and thorough; well organized with ability to multi-task and meet deadlines with minimal supervision; ability to find solutions to various administrative problems and prioritize work
• Proficiency with all Microsoft Office software (Outlook, Word, PowerPoint, Excel)