Executive Assistant

Executive Assistant:

Reporting directly into the Partner overseeing the G Client Services (GCS) team, the Executive Assistant in this role will provide support via diverse administrative duties in addition to overseeing the day-to-day operations of our team. The ideal candidate for this position has exemplary organizational and time management skills, can keep scheduling operations running smoothly and efficiently all the while maintaining an enthusiastic and can-do attitude.

Your Impact:

• Providing day-to-day administrative support/coverage for the Partner
• Primarily responsible for:
  • Calendar management: Scheduling meetings and resolving calendar conflicts; coordinating and prioritizing internal and external meetings, identifying proper method (in person vs. Zoom vs. call), arranging transportation, keeping meeting schedule on track, optimizing time management
  • Meeting management: Scheduling conference rooms, video/conference details, IT support, security badges/visitor access and placing catering orders
  • Day-to-day administrative tasks: Including but not limited to time entry, signature documents, answering phones/screening calls, maintaining contact lists, reservation and appointment support, mail management, lunch and other errands, etc.
  • Time management: Works closely and effectively to keep Partner well informed of upcoming commitments and responsibilities, following up appropriately
  • Relationship management: Developing and maintaining strong relationships across teams, with the group admin team, client counterparts and vendors. Developing deep knowledge of networks
  • Workflow management: Preparing and implementing processes and developing documents within the office/team for ease of access of information, standardization of processes and identification/implementation of best practices
  • Travel: Planning and coordination of trips, developing itineraries and back-up support, expense management, etc. 
  • Personal administrative support, including but not limited to expense management, reservation and appointment management, etc. 
• Collaborate with group admins to accommodate needs of the team and ensure coverage & back-up, where needed.
• Fielding inquiries to appropriate team members, responding to ad hoc inquiries, and ensuring timely response to urgent issues
• Answering phones, screening calls; maintaining contact lists
• Ad hoc errands and requests
• Ad hoc project management & project support: Opportunity to help with projects on an ad hoc basis once primary responsibilities are mastered

What You’ll offer:

• Outstanding interpersonal and communication skills and the demonstrated ability to effectively interface with senior level clients and colleagues, both verbal and written
• A strong work ethic, responsiveness, sense of urgency, persistence, resourcefulness and motivation
• 24/7 flexibility and responsiveness including “off hours” (nights and weekends)
• Positive and collaborative (“can do”) attitude; highly reliable, responsible and responsive
• Exhibits appropriate professional behavior, client discretion and focus with great attention to detail
• Ability to work independently as well as work in a team environment and work with multiple team members daily. Desire to build and maintain strong relationships with team, internal and external clients.
• Meticulous organization skills with the ability to handle and prioritize multiple tasks and deadlines
• Excellent judgment and the ability to balance resourcefulness and discretion, demonstrates ability to protect confidential and proprietary information of the firm
• Must have strong technical skills with Microsoft Outlook, Word, Excel, PowerPoint (especially Outlook)
• Problem-solver / ability to think and act quickly
• Ability to thrive in a fast-paced and ambiguous environment
• Bachelor’s degree

Salary : $162,000 - $198,000