Executive Assistant

Executive Assistant

Under the direction of the Managing Director, provide administrative, coordination and project support to senior level executives.

Essential Duties & Responsibilities

• Serve as primary contact with colleagues and other departments regarding events, projects and business strategy initiatives.
• Prepare correspondence (includes handling of confidential information) for Managing Principal, establishing and maintaining uniform correspondence procedures and protocol.
• View and answer all incoming e-mail and mail, screen telephone calls and document detailed messages, providing a summary of the information as necessary.
• Maintain Managing Principal's calendar to coordinate social and work events, and appointments.
• Organize office operations, procedures, and other related activities to ensure efficient workflow.
• Follow up on questions/issues and communicate with appropriate personnel to achieve resolution.
• Prepare expense reports for the Managing Principal.
• Compile monthly and quarterly reports for various Department Managers.
• Coordinate domestic and international travel.
• Book airline tickets, hotel and other reservations as needed.
• Create an itinerary packet containing the flight schedule, hotel and car rental information, driving directions, area restaurants and attractions, and daily schedule.
• Coordinate and maintain recordkeeping for company-wide individual and group travel including reconciliation of travel on corporate card with Accounting Department.
• Assist with planning and coordination of meetings.
• Schedule meetings with clients and prospective clients as needed.
• Create presentation materials.
• Ensure that space, layout, and audio/visual equipment requirements are available during meetings as well as lunch/refreshments various client, vendor and associate meetings held in Commercial, Benefits, Support and Programs groups, and for Executives, Board and Principals on a weekly, monthly, quarterly and annual basis.
• Schedule monthly and quarterly Department Manager meetings as needed.

Education and/or Experience

As the Executive Assistant, this position requires an individual to handle detailed, complex concepts and problems, balance multiple tasks simultaneously, and make procedural decisions and judgments within their scope of responsibility.

This position interacts with and provides service to a large group of internal associates and has contact with external vendors. The Executive Assistant must be positive and approachable, and work effectively with diverse personalities. In addition, the following is required unless otherwise noted:

• Successful work history to include 3-5 years of experience in a professional office setting directly related to job responsibilities specified above.
• High school degree and college level coursework (or equivalent work experience) in computer software, usage, general administrative operations, project coordination, and executive support.
• Strong proficiency with personal computers and Microsoft Office applications (i.e., Word, Excel and PowerPoint) with the ability to operate standard office equipment.
• Advanced business writing skills.
• Skill in organizing resources and establishing priorities.
• Demonstrated ability to resolve problems and present results neatly, with clarity and precision in oral and written form.
• Demonstrated ability to develop, plan, and implement short- and long-range goals.
• Obtain and/or maintain a valid Notary Public.
• Maintain a valid Driver's License & have reliable transportation.

Work Environment & Physical Demands:

• Ability to use computer keyboard and sit in a stationary position or stand for extended periods.
• Work is performed in a typical interior/office work environment.