Executive Assistant

Executive Assistant

The Executive Assistant provides high-level administrative professional support to Services President, COO and other leadership positions. The Executive Assistant provides executive support in a one-on-one working relationship with each executive. The Executive Assistant also serves as a liaison to the other Company Executives, Executive Committee, and senior management teams; organizes and coordinates executive outreach and external relations efforts and oversees special projects. The Executive Assistant will lead and provide support to internal and external parties with an elevated level of professionalism and reflect positively on the organization.

The Executive Assistant role requires the ability to exercise good judgment in a diversity of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. This role requires a proactive, detail-oriented professional who can manage a wide range of responsibilities with discretion, efficiency, and professionalism. The Executive Assistant will serve as a strategic partner, ensuring efficient day-to-day operations and enabling the executives to focus on high-impact initiatives.

Position Essential Functions:

• Manage sensitive matters with a high level of confidentiality, discretion, and professionalism, particularly those impacting operations and C-Level decisions.
• Handle incoming and outgoing communications on behalf of the executive, including screening phone calls, responding to emails, drafting correspondence, and managing the executives' contacts.
• Serve as the primary liaison between senior executives and internal/external stakeholders, managing communications, drafting correspondence, and ensuring timely follow-up on various projects and tasks.
• Coordinate and manage complex scheduling and calendars for senior executives, including professional and personal engagements, ensuring smooth information flow, and resolving any scheduling conflicts.
• Plan and coordinate travel itineraries, including booking flights, hotels, and transportation, confirming travel plans are cost-effective and align with the executive's schedule.
• Efficiently prepare and submit expense reports with a high degree of accuracy and within designated deadlines.
• Oversee the executive office's daily operations, including managing supplies, equipment, and facilities.
• Organize and prepare for meetings, including setting agendas, arranging logistics, and documenting minutes.
• Prepare and edit documents, reports, presentations, and other materials as required, ensuring all documents are accurate, well-organized, and visually appealing.
• Assist with special projects, including personal tasks, team communications, and event planning (both internal and off-site).
• Welcome and assist guests, maintain a professional and tidy work environment, and ensure all building security procedures are followed.
• As needed, provide administrative support such as managing office supplies, mail, and meeting room setups, and offering overflow support to service lines.
• Build and maintain relationships with key stakeholders, both internal and external, acting as a representative of the executive in interactions with clients, partners, and team members.
• Participate in safety and security protocols, including emergency roles as needed.
• Perform other functions, as assigned.

Position Requirements:

Office Expectations:

Work Location: Transwestern Minneapolis or Atlanta office. Due to the core functions of this role, a consistent, in-office presence for this role must be sustained.

Education:

• Bachelor's degree in communication, business administration, or a related field is required.

Experience:

• Minimum of 5+ years of experience supporting senior executives, ideally in a corporate or professional services environment is required.
• Experience with managing schedules, coordinating meetings, and handling communications.

Technical Skills:

• Advanced skills in Microsoft Office Suite (Outlook, Teams, Word, Excel, PowerPoint), Workday, and Zoom.
• Excellent verbal and written communication skills with the ability to interact confidently and professionally at all levels.
• Familiarity with calendar and scheduling applications.
• AI experience preferred

Personal Skills:

• Must possess a high level of confidentiality and discretion in handling sensitive information.
• Strong business sense, capable of making sound judgment calls and prioritizing tasks effectively.
• Ability to manage multiple tasks concurrently and maintain a high level of organization in a fast-paced environment.
• A willingness to work flexible hours and adapt to changing priorities in a dynamic environment.
• Collaborative and team-oriented approach, with a strong focus on providing exceptional service.
• Meticulous attention to detail in handling documents, correspondence, and logistics.
• Dedicated to performing duties at the highest standard consistently.
• Ability to think creatively and act with urgency when needed.

Physical Skills:

• Travel may be required

Confidentiality:

• Please note that this role requires a signed Non-Disclosure Agreement.

About Us:

Our firm is built on a shared purpose: Empowering good people to do extraordinary things together. We hire smart, passionate, hard-working people who value both collaboration and independence. United by our brand promise, we own the outcome for clients, investors and partners. Learn more at transwestern.com.

All candidates selected for an offer of employment are subject to pre-employment background checks, which may include criminal history, education verification, motor vehicle records, credit history, and professional license verification. In addition, your employment with Transwestern is subject to successfully passing a drug screen check prior to you starting with the firm.