Senior Executive Administrative Assistant

Senior Executive Administrative Assistant

Become an integral part of the Corporate and Firmwide Employee Communications team, where you will have the opportunity to work in a dynamic, fast-paced environment. This role offers a platform for professional growth and skill development, and each day will bring new challenges and opportunities. Join a team that values results, attention to detail, and a commitment to excellence.

As a Senior Executive Administrative Assistant in Corporate and Firmwide Employee Communications, you will play a key role in ensuring the smooth operation of our team. You will represent the group with professionalism and discretion, interact with executive-level internal clients across multiple lines of business, and adapt procedures and processes to support the department's goals and activities.

Job responsibilities

• Maintain complex and detailed calendars for multiple executives, including scheduling and prioritizing meetings across time zones
• Screen incoming calls and correspondence, determining priority and handling information with discretion
• Manage the coordination and logistics of internal meetings, including executive town halls and leadership forums
• Arrange and coordinate complicated domestic and international travel, including itineraries and accommodations
• Help plan and manage internal team events, offsites, and celebrations, including catering, venue selection, and transportation
• Process invoices and T&E expense claims for team members, ensuring compliance with firm policies and timely processing
• Assist with staff onboarding and offboarding, including equipment requests, system access, and orientation logistics
• Produce high-quality emails, messages, and communications to individuals at all levels of the organization
• Maintain department documents, including organizational charts, executive bios, and distribution lists
• Proactively handle regular activities and anticipate needs, advising in advance of any issues or delays

Required qualifications, capabilities and skills

• At least five years of administrative experience
• Advanced organizational skills and the ability to manage multiple priorities in a fast-paced environment
• Discretion and sound judgment in handling confidential information and interactions with senior management
• Strong interpersonal, written, and verbal communication skills
• High proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint)
• Excellent telephone etiquette and experience with complex calendar management

Preferred qualifications, capabilities, and skills

• Experience supporting at the Managing Director level (or equivalent)
• Experience planning and managing large-scale internal events or executive communications forums