Administrative Assistant - 560953

Overview :

We are seeking a skilled and proactive Executive Concierge to provide comprehensive support to our Office Managing Partner (OMP) and Local Events Services Team. This role requires a high level of attention to detail, strong organizational skills, and the ability to handle multiple tasks simultaneously. This position will play a pivotal role in ensuring the smooth functioning of our office environment. It requires a hands-on approach, excellent organizational skills, and the ability to handle a wide range of tasks efficiently. The ideal candidate will excel in calendar management, email support, and various administrative tasks using Microsoft Outlook and other relevant tools. They will also thrive in a dynamic and fast-paced setting, demonstrating strong communication skills and a commitment to delivering high-quality service.

Responsibilities :

• Provide on-site administrative support for the OMP.
• Manage the OMP's calendar effectively using Microsoft Outlook, ensuring all appointments and meetings are scheduled accurately and efficiently.
• Provide email support to the OMP, managing correspondence and responding to inquiries in a timely manner.
• Assist with CPE & CPA related tasks as needed.
• Coordinate office and conference room reservations.
• Arrange gifts for clients and staff members as required.
• Support OMP with reporting.
• Coordinate services and provide administrative assistance as necessary.
• Edit, gather content, and distribute the monthly office newsletter on behalf of the OMP.
• Assist in setting up or modifying restaurant reservations.
• Aid in travel planning and maintain travel profiles accordingly.
• Monitor, review, and submit expense reports in compliance with firm requirements.
• Process Passport / Visa requests efficiently.
• Maintain and synchronize time daily for the OMP.
• Track time spent on Executive Concierge responsibilities in accordance with prescribed time tracking methods.
• Assist in coordinating meetings and events for the OMP and local office.
• Ensure scheduling conflicts in the OMP's calendar are resolved promptly.
• Arrange and schedule conference calls via WebEx, Teams, and video conference platforms.
• Coordinate catering needs for the OMP using preferred vendors.
• Format, edit, and brand various documents for the OMP.
• Provide support and troubleshooting for Microsoft Suite applications.
• Facilitate electronic signatures for documents as required.
• Generate reports and conduct informational searches as requested.
• Update profiles, such as LinkedIn, for the OMP as needed.
• Conduct client research to support OMP initiatives.
• Distribute marketing releases and manage subscriptions for the OMP.
• Meet and escort visitors for the OMP as necessary.
• Maintain regular communication with partners / MDs through touchpoints.
• Attend monthly OMP EC virtual meetings and special topic calls to stay connected with the OMP EC Community and expectations.
• Demonstrate proficiency in Microsoft Office Suite, WebEx, social media tools (e.g., LinkedIn), and other emerging technologies.

Local Event Support Responsibilities :

Qualifications :

If you meet these qualifications and are eager to join a dynamic team in providing exceptional support to our Office Managing Partner, we encourage you to apply.

Forrest Solutions provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.