Executive Assistant

Position Summary

The Executive Assistant (EA) provides high-level administrative, operational, and strategic support to a Partner. This role serves as a trusted business partner, enabling the Partner to maximize effectiveness, manage priorities, and maintain strong client and stakeholder relationships. The EA is responsible for coordinating schedules, managing communications, supporting business development activities, and ensuring the smooth execution of day-to-day operations.

Key Responsibilities

Executive Support

• Manage and coordinate the Partner's complex calendar, including meetings, travel, and events.
• Prioritize and respond to communications on behalf of the Partner when appropriate.
• Prepare meeting materials, agendas, briefing notes, and presentations.
• Monitor action items and ensure timely follow-up on commitments and deliverables.
• Handle confidential and sensitive information with discretion and professionalism.

Client and Stakeholder Management

• Serve as a primary point of contact for internal and external stakeholders.
• Coordinate client meetings, events, and relationship-management activities.
• Support the preparation of client proposals, presentations, and correspondence.
• Maintain accurate client and contact information within relevant systems.

Business Operations

• Assist with workflow management and prioritization of key initiatives.
• Coordinate travel arrangements, expense reporting, and administrative processes.
• Support project tracking, reporting, and document management.
• Ensure deadlines, commitments, and milestones are monitored and achieved.

Business Development Support

• Assist with the planning and execution of business development activities.
• Support the preparation of marketing materials, proposals, and presentations.
• Track opportunities, client interactions, and follow-up activities.
• Coordinate networking events, conferences, and industry engagements.

Meeting and Event Coordination

• Organize internal and external meetings, including logistics and documentation.
• Take meeting notes and distribute action items as required.
• Coordinate team events, leadership meetings, and client functions.

Administrative Excellence

• Maintain organized filing systems and records management practices.
• Identify opportunities to improve administrative processes and efficiencies.
• Support special projects and initiatives as assigned.

Qualifications

Education

• Postsecondary education in Business Administration, Office Administration, or a related field preferred.

Experience

• 5+ years of experience supporting senior executives, partners, or leadership teams.
• Experience in a professional services, consulting, legal, financial services, or corporate environment is preferred.
• Proven ability to manage multiple priorities in a fast-paced environment.

Skills and Competencies

• Exceptional organizational and time-management skills.
• Strong written and verbal communication abilities.
• Advanced proficiency in Microsoft Office Suite (Outlook, Word, PowerPoint, Excel).
• Strong attention to detail and accuracy.
• Ability to exercise sound judgment and maintain confidentiality.
• Proactive problem-solving and decision-making skills.
• Strong interpersonal skills and stakeholder management capabilities.
• Ability to work independently while anticipating needs and priorities.

Key Success Factors

• Acts as a trusted advisor and strategic partner to the Partner.
• Demonstrates initiative, professionalism, and discretion.
• Anticipates needs and resolves issues before they escalate.
• Builds strong relationships across the organization and with clients.
• Consistently delivers high-quality work with accuracy and efficiency.