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Executive Assistant

Anywhere, USA

Job Type

Full Time

You will:

  • Handle sensitive matters with a high level of confidentiality and discretion. Research, prioritize, and follow up on incoming issues and concerns addressed to the Managing Partner. Determine appropriate course of action, referral, or response and provide recommendation to Managing Partner

  • Facilitate smooth and responsive communications between the Managing Partner and Firm Partners, staff and external clients. Serves as a “gatekeeper” to save the Managing Partner’s time and as appropriate, solve issues directly or redirect calls, issues or matters to be handled by others

  • Complete a broad variety of administrative tasks that facilitate the Managing Partner’s ability to effectively lead the organization, including: assisting with special projects; producing documents, reports and presentations; collecting and preparing information for meetings with staff, clients or other outside parties; composing and preparing correspondence; maintaining contact lists; making travel arrangements and completing expense and mileage reports. Coordinate logistics for Partner and Board meetings and events: schedule meetings; draft agendas; develop, compile, and distribute presentation materials; and record meeting minutes

  • Coordinate a complex schedule of calendars, meetings and events; manage the Managing Partner's contacts and clients and cordially assist them, in person or in email or on the phone

  • Direct office activities and functions to maintain efficiency and compliance with company policies

  • Support the daily workflow of administrative staff including reception, mail, and general administration, assigning responsibilities to ensure efficient and effective operations

  • Assist clerical and support staff with their assigned duties, particularly when more advanced, skilled, or sensitive work is required

  • Ensure successful execution of all reception services, mail distribution, and supplies management

  • Monitor office supplies inventory

  • Oversee the maintenance of the building, working with vendors to ensure a healthy, safe, and highly functioning work environment

  • Perform related duties for other administrative departments as assigned

You have:

  • Bachelor's degree required

  • 10+ years of work experience, as an Executive Administrative Assistant or related role, supporting high level executives

  • Skilled user of Microsoft Office (Outlook, Teams, Word, Excel, and PowerPoint) and other office productivity tools, with the aptitude to learn and implement new software and systems

  • Strong time management skills; proven ability to meet deadlines; able to function well in a high-paced environment with changing deadlines and priorities

  • Ability to communicate effectively and professionally, both verbally and in writing; able to interact with people of all levels in a helpful, confident, professional manner

  • Strong problem solver with good judgment, able to work effectively with minimal oversight

  • Ability to work flexible hours as dictated by the needs of business projects and meetings

  • Ability to prioritize tasks and to delegate them when appropriate

  • Strong supervisory and leadership skills

  • Basic understanding of how to operate standard business equipment

  • Prolonged periods sitting at a desk and working on a computer

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