Executive Assistant College Degree Required BA or BS
Provide administrative support for New Jersey Partner(s) and/or senior Principals, taking full responsibility for the maintenance of a demanding schedule. Positively influence others and represent to all internal and external contacts in a manner consistent with value statement.
Job Responsibilities:
Develop working relationships with clients and client assistants to facilitate the information flow and scheduling process
Organize and maintain filing systems, time sheets, and expense reports
Receive, sort, screen, and prioritize all incoming mail; respond to inquiries as needed
Organize and schedule client and internal meetings
Respond to case team, committee, and practice area information requests
Coordinate point-to-point travel needs of the Partner (car, flight, hotel, etc.)
Assist with personal tasks to leverage time
Provide telephone support
Type proposals, letters, slide decks, memoranda, client invoices, etc.
Maintain highest levels of internal and external confidentiality
Provide general administrative support: typing, telephone, mail, copying, faxing, filing, calendar functions, voice mail and e-mail distribution lists, etc.
For Practice Area (if applicable):
Coordinate committee meetings, arrange conference bridges, reserve conference rooms, organize food service
Prepare and circulate meeting agendas and materials, attend meetings, take and distribute meeting notes, follow up on action items
Provide administrative support to all committee events – prepare invitation mailings, tally responses, notify individual VPs of target mailings when appropriate
Update mailing lists and databases in coordination with knowledge management staff, provide regular updates to committee members
Maintain practice area information filing system
For office in general:
Share with other team members in providing some general administrative support to the New Jersey office, including, but not limited to, event coordination, office services, guest requests, etc.
Attend select meetings and trainings in New Jersey and New York offices
Provide back-up assistance to other Executive Assistants and Reception Desk as needed
Maintain highest levels of internal and external confidentiality
Perform other projects as assigned or required
Basic Job Requirements
Bachelors degree, secretarial school degree, or equivalent
7-10 years administrative support experience, preferably at a professional services firm
Proficient computer skills: MS Word, Excel, PowerPoint, Graph, Outlook, and Internet Explorer
Minimum typing speed: 50 wpm
Organizational skills: ability to handle competing priorities and to work effectively in a challenging, fast-paced environment
Service oriented, flexible, attentive to detail, team player
Key Competencies
Excellent organization and time management skills with ability to manage competing priorities effectively
Meticulous attention to detail and accuracy
Excellent verbal and written communication skills
Strong interpersonal and communication skills to develop effective working relationships with staff and clients
Consistent, dependable and accurate in completing responsibilities/tasks
Uses solid knowledge of computer technology to efficiently and effectively complete projects
Must perform well under pressure, take initiative, and handle multiple tasks at the same time
Displays service-oriented mentality and responds to customer needs with a sense of urgency
Proactive mindset – ability to anticipate, identify, analyze and provide solutions to problems
Capability to utilize independent and sound judgment within framework of established procedures, policies and objectives in decisions affecting projects and initiatives
Demonstrates maturity, poise, diplomacy and tact in a situation
Flexible and adaptable to change
Works cooperatively with other team members, displaying a high level of motivation and enthusiasm for tasks
Ability to respect all company and client information as personal and confidential
Displays high standards of professional behavior, demeanor and ethical standards
Displays patience and an ability to impart knowledge and processes clearly
Self-motivated, takes initiative, possesses creative problem-solving skills and willingness to offer suggestions for improvement; builds relationships to leverage
Qualifications
7 + years Executive Assistant experience to high level Executive
College Degree - BS or BA
Additional Information
If you are looking for a company where you will learn, grow and have an impact, this is the opportunity for you!