Sr. Administrative Assistant

Administrative Assistants (AA) provide comprehensive, timely and accurate administrative support to experienced Consulting team staff such as Principals (P) and Project Leaders (PL). On occasion, an AA may support one or more Partners and provide broader case team support. AAs collaborate with all relevant parties to deliver seamless service to clients and case teams, ensuring we are seen as "one team".

AAs are expected to grow throughout their careers, building and improving their skills to match the evolving needs of the company and our clients. With time, an AA will think beyond administrative tasks to gain a deeper and more proactive ownership of PL/Ps' client and responsibilities.

AAs are an essential part of the office and fabric. AAs actively participate in office life, are flexible and willing to help fellow Business Services Team (BST) members, and collaborate across functions.

Job Responsibilities 

Oversee administrative support for Principals and Project Leaders, in a fast-paced and changing client service environment:

Organize and schedule client and internal case team meetings/events, as well as attending case team meetings as necessary

Coordinate internal resources such as other EA/AAs, IT, Office Services, and Production to deliver case team needs; obtain and share information with wider team as needed; help case team navigate internal resources

Maintain a calendar of meetings and client presentations

Set up voice mail and e-mail distribution lists and team phone lists

Help coordinate and maintain archives files for all case-related activities

Be able to assist with basic PowerPoint/Excel tasks; manage copying/binding of case team materials within tight deadlines

With experience, execute these tasks proactively and with sense of ownership

Build effective working relationships with Principals and Project Leaders:

Understand P and PL preferences relating to travel, calendaring, case management, etc.

Be familiar with the clients they serve and the Partner group they work with

Develop working relationships with clients and their assistants to facilitate the scheduling process and relevant communications

Develop working relationships with BST peers who support other PL/P/Os on the case team, and BST in local office

Support administrative aspects of PL/Ps' internal commitments:

Manage scheduling for internal committees, Practice Area activities, Career Development Committee, Recruiting, etc.

Proactively raise possible conflicts between internal and client commitments with PL/P; suggest possible solutions

Coordinate point-to-point travel needs as necessary including booking all travel and hotels as necessary, directions, commuting time and ground transportation

Process timesheets and expenses on a timely basis

Provide back-up assistance to other AAs, EAs, Reception and Office Services as needed

Provide effective backup to local Partners or Partners working on same case team

Perform other duties as assigned or required; responsibilities will vary depending on the Principal, or PL work style and the existing workload

Basic Job Requirements 

Bachelors degree, secretarial school degree, or equivalent

Minimum 2-4 years administrative support experience, preferably at a fast paced professional services firm

Proficient computer skills: Windows XP, Office 2007 (Word, Excel, PowerPoint, Outlook)

Key Competencies 

High customer service orientation – strong interpersonal and communication skills, wants to deliver great results at all times

Sweats the small stuff – meticulous attention to detail and accuracy, particularly when under pressure

Organized – has clear systems and composure to deal with multiple tasks at once and ensure everything gets done in a timely manner

Relationship-oriented – able to develop effective working relationships with P/PLs, clients, and wider BST

Flexible – must be able to perform successfully in a fast-paced environment; doesn't get frustrated by priorities changing

Team player – always willing to put the work in, will go above and beyond in order to get the job done

Curious and creative – willing to ask questions, enjoys solving problems

Trustworthy -- exercises judgment in managing confidential/sensitive information and client alike

Professional – possesses a high degree of professional appearance and demeanor, displays high standards of professional behavior and ethical standards

Good judgment – knows when to ask for help or advice

Self-motivated – takes initiative and is able to work with limited direction and supervision at times

As Administrative Assistant grows in role, expect that he/she will:

Be increasingly proactive

Demonstrate a high level of ownership for tasks

Become more confident when dealing with more senior clients and administrative staff

Be seen as a key contributor to the case team process

Additional Information 

Must be able to perform successfully in a fast-paced, intellectually intense, service-oriented environment and to interpret rules and guidelines flexibly to enhance the business and in keeping with values and culture.

Experience working successfully within a complex matrix structured organization is essential.

Additional Information

All your information will be kept confidential according to EEO guidelines.