Senior Executive Assistant 5-10 yrs

Senior Executive Assistant 5-10 yrs

CTC Relations is a premier boutique recruiting firm. We are currently working with an International premier legal firm representing companies at every stage of development, from entrepreneurial start-ups to multibillion-dollar global corporations, venture firms, private equity firms, and Fortune 500 investment banks that finance and advise them.

Job Description

Provides administrative support:

• Extensively manages calendar. Plans, negotiates and schedules meetings to accommodate executive and others. Uses discretion and judgment to determine the priority of meetings. Reschedules existing meetings if needed to accommodate meetings with more urgency. Keeps executive informed of upcoming appointments and deadlines.
• Coordinates meetings with internal employees and external contacts. Schedules meeting rooms, orders food, visitor passes, and equipment as required. Greet and escorts visitors, meeting attendees, and candidates.
• Manages complex travel arrangements. Reserves transport and accommodations taking into consideration executive preferences, cost, and timing implications. Ensures that executives have necessary paperwork for travel (e.g., tickets, confirmation numbers, visas, itineraries) and keeps an eye on delays and schedule changes to re-arrange as necessary.
• Completes business expense claims promptly and follows up on reimbursements if necessary.
• Responsible for all aspects of event planning for the overall investment strategy team, as well as assisting with the planning for Crescent's annual off-site conference.
• Manages incoming and outgoing correspondence (post, e-mail, etc.); handles routine issues directly and prioritizes remainder.
• Creates and maintains lists, files and databases to enhance efficiency and productivity. Organizes and maintains information that may be sensitive, confidential, or technical in nature. Audits records for discrepancies and reconciles issues as appropriate.
• Covers telephones and takes accurate written messages and notes.
• Arranges for back-up coverage when necessary and provides back-up coverage when other executive assistants are out of the office. Demonstrates an understanding of other executives' needs, preferences, and schedules in order to provide support when primary assistant is out of the office.
• Identifies opportunities to improve work processes/flow in order to leverage own and department's workload.
• Keeps abreast of internal administrative policies, practices, and guidelines (e.g., travel and expense guidelines, office processes).
• May assist with arranging and preparing food and beverage set-up for executives and visitors.
• May provide administrative support to projects or broader initiatives.

Acts as the first point of contact for inquiries:

• Assesses level of urgency and determines business nature of inquiries. Uses judgment to determine what inquiries need to be put through to executive. Determines when and how to interrupt executives for urgent or time sensitive requests.
• Responds to internal and external queries concerning guidelines, procedures or operations. Uses knowledge of the function and executive's role to independently resolve issues for executives, escalating and redirecting more technical inquiries as appropriate.
• Proactively develops relationships with key internal and external contacts in order to source information or redirect calls appropriately.

Assist with personal work for the executive as necessary:

• Assists with personal appointments, reservations, errands, household needs, special events and miscellaneous tasks. This may require interacting with family members and outside parties (e.g., house managers, hotel and restaurant staff, etc.).
• Coordinates personal dinners, special events and social functions.
• Maintains personal financial data and information.

Qualifications

• Minimum 5-10 years of prior Executive Assistant job experience
• Ability to proactively anticipate needs of executive and get tasks done without direction, using formal channels and informal network as appropriate.
• Takes the initiative by identifying issues and recommending solutions.
• Uses effective written and verbal communication skills with a diverse group of employees, senior leaders, and individuals outside the organization.
• Professional service orientation and builds rapport with peers and internal and external contacts.
• Strong team player within the broader administrative function.
• Exhibits sound judgment in resolving matters of high complexity.
• Maintains the utmost level of discretion and confidentiality.
• Actively demonstrates commitment by maintaining a consistent, punctual and predictable work schedule.
• Effectively prioritizes assigned work and completes it in a timely manner.
• Demonstrates in-depth knowledge of Microsoft Office and other relevant software and applies it to work assignments.

Working Conditions

• The responsibilities of this position may require employees to respond and/or work outside normal business hours.
• May be on-call at times, particularly during executive's travel schedule.

Additional Information

Compensation: $100,000 plus DOE