Executive Administrative Asst

As the Executive Administrative Assistant within our dynamic team, you will play a crucial role in maintaining complex and detailed calendars, managing logistics for meetings, and coordinating travel arrangements. You will have the opportunity to interact with executive-level clients and support the team by handling invoices, assisting with onboarding, and leading ad hoc projects. Your organizational skills and ability to manage competing priorities will be key to your success in this role.

Job Responsibilities

• Maintain complex and detailed calendars
• Screen incoming calls and determine the level of priority, while using caution in dispensing information
• Manage the coordination and logistics of both internal and external meetings
• Arrange and coordinate complicated domestic and international travel
• Organize all aspects for offsite conferences and external events, including catering and transportation
• Process invoices and T&E expense claims for team members. Ensure all policies are followed and items are processed within provided guidelines. Act as a subject matter experts for policies and procedures
• Assist with staff on-boarding and off-boarding, which includes requesting equipment setup and system access
• Produce high quality emails and messages to individuals at all levels of the organization
• Maintain current organizational charts and Executive Bio's
• Handle regular activities without prompting, and advise in advance with issues or delays
• Assist in editing spreadsheets and presentations, including printing and binding, for client meetings
• Work cooperatively with the administrative assistants team, in positive partnership to support each other smoothly.Lead and coordinate on ad hoc projects as requested

Required qualifications, skills and capabilities

• At least five years of administrative experience, ideally supporting at the Managing Director level (or equivalent) or above
• Advanced ability to organize
• Tact and good judgment in confidential situations, and proven experience interacting with senior management
• Strong interpersonal, written, and oral communication skills
• Strong proficiency in Microsoft Office

• Excellent telephone etiquette and ability to manage competing priorities i.e. calendar management

Preferred qualifications, skills and capabilities

• College degree is a plus