Executive Administrative Assistant

Job responsibilities

• Maintain complex and detailed calendars; manage the coordination and logistics of both internal and external meetings
• Screen incoming calls and determine the level of priority, while using caution in dispensing information
• 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 and ensure all policies are followed and items are processed within provided guidelines.
• 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
• 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; maintain current organizational charts and Executive Bio’s
• 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, capabilities, and skills

• At least 3-8 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