Executive Assistant

HIRING AN EXECUTIVE ASSISTANT IN SAN ANTONIO

The Executive Assistant provides support to the Chief Executive Officer (CEO) through a variety of administrative tasks that are specific to the firm as well as standard clerical support duties. Performing various secretarial duties requiring a thorough knowledge of office routine and understanding of the organization, programs, and procedures. Responsibilities require a high degree of initiative and good judgment. Works with minimum supervision on assignments of extreme importance to the firm. Shall execute as an articulate and detailed oriented professional.

Essential Functions

• Maintain calendar and schedule appointments for CEO
• Assist with meeting, travel, itinerary, and lodging arrangements for CEO, guests and/or other top executives if necessary; ensuring all logistics are accounted for
• Assist with scheduling Shareholder and Board of Director meetings
• Assist with correspondence and document routing among Partners
• Complete proposals and project set ups
• Collect and reconcile receipts for corporate expenses
• Other activities to enhance productivity and effectiveness of CEO
• Schedule firm-wide staff meetings
• Oversee the maintenance of firmwide credentialing for the CEO and all staff, ensuring state registrations, PE licenses, certifications and renewals are completed in a timely matter. This includes - maintaining database of state registrations for DBR, maintaining database of individual PE licenses in all states, completing the application and renewal process for state registrations, and completing the renewal process for individual PE licenses
• Maintain database of other certifications including: RCDD, CxA, QBCxP, CEM, LEED AP, CPD
• Coordinate and order lunch orders/catering for in-house meetings for all offices
• Event Coordination: Assist in the planning and execution of business and corporate events ensuring seamless organization and attention to detail. Event planning includes:
• Annual marketing department retreat
• Annual administrative department retreat
• Annual partner retreat
• 5-year strategic planning retreat
• Special occasion firm-wide events
• Quarterly all-hands virtual meetings
• Organize monthly events and activities proposed by the Employee Experience Committee with assistance from staff in each office
• Run errands as needed
• Organize, maintain, copy and scan correspondence, reports, files
• Maintain confidential information and effectively interact with various levels
• Maintain flexibility and be able to work overtime as needed
• Attend meetings on and offsite as needed; including but not limited to, company events, trainings and continuing education events
• Other duties as assigned
  

This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee. Duties, responsibilities and activities may change or new ones may be assigned at any time with or without notice. Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by their supervisor. This job description may be revised upon development of other duties and changes in responsibilities.