Executive Assistant

Executive Assistant

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THE OPPORTUNITY

The Executive Assistant provides comprehensive, proactive, and confidential organizational and administrative support to the Head of Global Private Client Practice, their Chief Operating Officer, and Operations Director.

In addition to performing a wide variety of administrative tasks, the Executive Assistant will manage multiple work streams with a high degree of efficiency, accuracy, and discretion.

Responsibilities include drafting correspondence, supporting business development activities, managing CRM entries, running reports, and interfacing with staff, leadership, and clients on behalf of the Executive.

Principal Duties

• Demonstrate intuitive and proactive behavior in preparing the Executive and others for daily responsibilities, being aware of important information and dates.
• Manage work streams and liaise internally with staff and externally with clients.
• Make complex and detailed travel arrangements using a travel agency and Concur (online travel booking tool), including scheduling flights, arranging other transportation, and booking appropriate accommodations as required.
• Extensive calendar management : schedule client, internal, and external meetings across multiple locations and time zones, involving heavy coordination with internal staff and other leadership executive assistants.
• Organize and schedule practice-wide meetings and events (in-person, virtual, and hybrid).
• Exercise well-developed interpersonal skills and good judgment to move conversations or efforts to satisfactory conclusions.
• Demonstrate willingness to be an early adopter of firm changes, often leading by example and assisting where applicable.
• Identify process gaps within the team and develop strategies to address them.
• Perform special projects and assume responsibilities as assigned by the Administrative Manager or Practice Management Team.
• Provide administrative support to CA Leadership team and Practice Management teams :
• Schedule conference rooms and arrange client meetings, often involving catering.
• Schedule manager meetings, coordinating with meeting planners.
• Ensure that technology is appropriate and functional for meetings, conference calls, and videoconferences.
• Prepare timesheets, expense reports, and Amex statements.
• Maintain client contacts and marketing lists in MS Dynamics.
• Conduct research via CA Home and the Internet.
• Ensure the firm’s standards for formatting are applied to all correspondence, presentations, and materials.
• Create and maintain files.
• Type, revise, edit, and proofread various documents and prepare materials for client books.
• Prepare mailing labels.
• Place online food / catering orders and manage catering / meal setup.
• Leverage MS Dynamics to create custom reports, maintain and edit staffing assignments and analytics, add comments, input notes, pull meeting prep, and proactively update contacts when new information is sourced.

Qualifications

• 5 or more years of Executive Assistant experience, preferably in professional services.
• BA / BS degree preferred.
• Advanced knowledge of MS Word, Excel (levels 1 and 2), PowerPoint, and Outlook is required. Experience with Adobe Acrobat, MS Teams, and Box is preferred.

Experience with Asana is a plus.

• Ability to take ownership and complete projects with minimal direction.
• Ability to manage multiple work streams with rapidly changing priorities.
• Proactive approach to problem-solving with strong decision-making capability.
• Proven time management and organizational skills.
• Must be punctual and dependable.
• In-depth knowledge of administrative procedures and tools.
• Strong research, analytical, and problem-solving skills.
• Ability to use resources efficiently and effectively.
• Supports the values and goals of the firm by proactively finding areas to add value to the team, practice, department, and firm.
• Able to nimbly work to form relationships cross-office, resulting in more effective management of cross-office staffed teams and relationships with all levels.
• Strong verbal and listening skills.
• Excellent writing and proofreading skills are mandatory, with an emphasis on accuracy, spelling, punctuation, and grammar.
• Must be able to maintain a high degree of confidentiality.

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