Executive Assisant

The Executive Assistant provides direct administrative coordination and support to the Brand Marketing & Communications (BMC) department head. This includes coordinating travel, setting up meetings, interacting with executive-level assistants across the firm, and managing sensitive information and initiatives.  Additionally, this person will support the wider BMC team with a number of activities. This includes reviewing expenses and approvals, coordinating contracts with finance, engaging with HR, and overseeing the firm’s gift and product repository. This person will represent the firm in a professional manner in all communications and may interface with clients and outside parties. This individual must be able to work independently with limited guidance. The expectation is that this person will bring best practices and experience to this role with a breadth and depth of knowledge of administrative processes, organizational and communication skills, and proactive engagement. They must independently exercises discretion, best judgment, and is capable of analyzing information, requests, and determining how best to proceed. We are expecting this individual to identify systems and processes to create greater efficiencies and know when to proactively engage the department head or others in decision-making.

Responsibilities include but may not be limited to:

• Travel & Expense – Arranges complex travel itineraries and submits expense reports in a timely manner.
• Calendar & Meeting Coordination – Proactively manages calendars by anticipating needs, adjusting for conflicts, and ensuring all logistics (including materials, location, timing, etc.). Employs effective reasoning skills.
• Team Expenses and business cards – overseeing the review and submission of expenses for the team, engaging with finance and compliance when needed, as well as coordinating business card requests from across the firm
• Manage the firm’s gift repository – you will be the point person on updating and managing the firm’s proprietary site for our branded products, engaging with internal clients and our vendor to facilitate requests                
• Info and Data – Updates and maintains contact databases. May include compiling and analyzing information for inclusion in reports or presentation materials, including preparing reports, charts, graphs, or tables as necessary. Demonstrates the ability to utilize software applications for maximum effect and efficiency.
• Office Support – Provides office support to include answering phones, greeting and interacting with clients, distributing mail, maintaining electronic and hardcopy filing, taking meeting minutes, creating documents, processing invoices, arranging lunch meetings, etc.
• Projects & Processes – Participates in other projects that may require the application of independent judgment/interpretation of policies/practices. Acts as a resource and trains new and/or more junior administrative team members.
• Additional responsibilities as requested.

Qualifications:

• High school education required; Bachelor's degree a plus.
• 5+ plus years working in an office environment.
• Expertise with Microsoft Word, Excel, PowerPoint and Outlook.
• Professional services industry background preferred.
• Excellent verbal and written communication skills.
• Strong judgment and political acumen
• Proven problem-solving and critical thinking skills.
• Willingness to adapt to change.
• Multitasking abilities.
• Ability to work in a fast-paced environment.
• Strong teamwork ability.
• Ability to maintain confidentiality.
• Attention to detail.
• Ability to prioritize.
• Strong organizational skills.
• Ability to work in a team setting.

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