We are seeking a highly organized and detail-oriented Executive Assistant to provide exceptional administrative support to a C-suite executive within a professional services environment. This role requires a proactive individual capable of managing complex schedules, coordinating high-stakes meetings, handling sensitive information, and ensuring seamless executive operations. If you have a proven track record of supporting senior leaders in professional services and thrive in a fast-paced, dynamic environment, we want to hear from you!
Responsibilities
- Calendar Management: Handle complex scheduling needs, prioritize appointments, and ensure the executive’s calendar is organized and conflict-free.
- Meeting Coordination: Organize and prepare for meetings, including drafting agendas, managing logistics, coordinating materials, and documenting minutes as needed.
- Travel Arrangements: Coordinate domestic and international travel plans, including flights, accommodations, transportation, and itineraries.
- Communication Management: Screen emails and calls, prioritize correspondence, and draft responses when appropriate to ensure smooth executive communication.
- Event Planning: Assist in organizing internal and external events, such as business dinners, conferences, and town hall meetings.
- Expense Reporting: Process and reconcile expense reports in compliance with company policies and deadlines.
- Document Preparation: Create presentations, proofread documents, and assist in compiling reports for the executive as needed.
- Relationship Management: Build relationships with internal and external stakeholders, acting as a point of contact for the executive.
- Project Assistance: Collaborate on ad-hoc projects, including conducting research and coordinating deliverables with other departments.
- Confidentiality: Handle sensitive and confidential information with professionalism and discretion at all times.
Qualifications
- Bachelor’s degree in Business Administration, Communications, or a related field (required).
- Minimum of three (3) years of experience providing administrative support to a C-suite executive in a professional services environment (required).
- Strong proficiency in Microsoft Office Suite (Word, PowerPoint, Excel, Outlook) and familiarity with office management tools such as Concur, Salesforce, or similar systems.
- Exceptional organizational skills and attention to detail, with the ability to prioritize and multi-task effectively.
- Excellent written and verbal communication skills.
- Ability to maintain confidentiality and act with discretion in a fast-paced, high-pressure environment.
- Proactive mindset and proven problem-solving abilities.
- Professional demeanor with a strong ability to build rapport and foster relationships at all levels.
Preferred Skills and Attributes
- Prior experience in event planning and project management.
- Knowledge of business etiquette and protocol for executive-level interactions.
- Experience managing budgets or overseeing administrative processes.
