Assistant, Executive

Job Title

The Executive Assistant provides high-level administrative support to Senior Executives, managing complex calendars, travel logistics, and confidential communications with minimal direction. The role requires strong initiative in drafting correspondence, creating reports and presentations, and organizing meetings and events. A key focus is maintaining clear communication and proactive follow-up on priorities, ensuring the Firm Leader is well-prepared and informed. The individual will collaborate across departments, manage sensitive information with discretion, and support special projects as assigned. Success in this role requires exceptional attention to detail, anticipation of needs, and the ability to manage multiple priorities in a fast-paced environment. Supervision of other support staff may be required.

Primary Duties and Responsibilities

Complete a broad variety of administrative tasks for the Firm Leader including, but not limited to : managing an extremely active calendar of appointments; completing and approving expense reports; gathering anticipated information or materials with little or no direction, composing and preparing correspondence that is sometimes confidential; and arranging detailed travel plans, itineraries, and agendas. (50%)

Compose correspondence from minimal to no notation; create memos, letters, charts, graphs, presentations; other support activities requiring the ability to take the initiative. Manage the scheduling of events and meetings. As requested, attend meetings, take minutes and ensure follow-ups, action items and deadlines are communicated. (20%)

Work closely and effectively with the Firm Leader to keep him / her well informed of upcoming commitments and responsibilities, following up appropriately. Apply prior experience and discernment to adequately anticipate needs of the role and that of Firm Leader. Filter Firm Leader's emails for matters that require immediate attention and send communications on behalf of the Firm Leader as needed. (10%)

Successfully complete critical aspects of deliverables with a hands-on approach. This will include providing general support to the leadership team, assisting with ad hoc reporting, and other requests as needed. Proactively generate organizational operating reports such as budget expenditures, statistical records of performance data, and other reports / process documents with little or no direction, as needed. (10%)

Assist in monitoring the progress of open items and projects. Handle sensitive and confidential information on a regular basis with discretion. Maintain electronic files. Assist with the management of special projects as needed, including occasional collaboration with marketing in the production of materials and / or the hosting of events. Other duties as assigned. (10%)

Qualifications

Bachelors degree required

810 years of senior-level administrative support experience

Prior experience as an Executive Assistant reporting directly to senior management

Proficiency in Microsoft Office suite

Experience with office machines, including facsimile, high speed copier, multi-line phone, mailing procedures and communication / presentation platforms (Webex, Zoom, Skype, etc.)

Ability to uphold a strict level of confidentiality, high level of integrity and ability to demonstrate positive attitude

Position continually requires demonstrated poise, tact and diplomacy, must be able to interact and communicate with individuals at all levels of the organization

Excellent customer service and client focused skills

Excellent organizational skills and ability to manage through competing priorities

Excellent proofreading skills, detail orientated

Ability to work independently to follow directions and procedures