As a trusted partner to the executive leadership team the Executive Assistant will play a vital role in managing a diverse set of confidential and high-level administrative responsibilities for this professional services firm. With flexibility and finesse, you will provide top-tier support, anticipate needs, and ensure smooth, efficient administration of the executive’s day-to-day. Professionalism and discretion are paramount. This role offers growth potential, with opportunities to expand responsibilities and advance within the organization.

Responsibilities

• Coordinate complex schedules, including meetings, travel arrangements (domestic/international, private), and appointments for the executive leadership team. Manage expense reports.
• Oversee the planning and execution of meetings and conferences internally and off-site.
• Prepare and manage executive correspondence, reports, presentations, and other key documents.
• Act as a primary point of contact between executives and internal/external stakeholders, ensuring timely communication.
• Serve as a gatekeeper for executive access, managing incoming requests, calls, and inquiries to ensure executives’ time is protected and efficiently allocated.
• Demonstrate a strong understanding of organizational structure and key stakeholders, fostering productive relationships with key contacts within and outside the organization.
• Anticipate needs by thinking two steps ahead, and proactively identifying opportunities, potential issues, and solutions aligned with the organization’s big-picture goals.
• Organize and maintain confidential files, records, and financial documents for optimal efficiency.
• Support strategic projects by gathering data, conducting research, and preparing insights as requested by executives.
• Prioritize and address high-priority tasks and requests, ensuring quick responses to urgent matters.
• Implement processes to streamline administrative workflows and improve office operations.
• Provide ad hoc support to executives on special projects, including vendor management, document reviews, and communication strategies.

Ideal Experience

• A minimum of 5+ years of executive administrative experience supporting executive leaders.
• Previous and/or current experience in a larger company is preferred.
• Experience working with Board of Directors preferred.
• A bachelor’s degree preferred.
• Polished verbal and written communication skills.
• Highly organized, proactive, solution-oriented, and self-starting.
• Ability to thrive in a deadline-driven, ever-changing environment
• Ability to switch gears quickly and adapt to different personalities and work styles
• Proficiency in Microsoft Office suite.
• Positive disposition, discreet, and willingness to be flexible and work overtime as needed.

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