Administrative Skills, Billing, Calendar Management, Catering Services, Communication Skills, Detail Oriented, Establish Priorities, Event Management, Executive Assistant Skills , Interpersonal Skills, Leadership, Logistics, Maintain Compliance, Microsoft Excel, Microsoft Office, Microsoft Outlook, Microsoft PowerPoint, Microsoft Word, Multitasking, Onboarding, Organizational Skills, Presentation/Verbal Skills, Team Lead/Manager, Telephone Skills, Time Management, Willing to Travel, Writing Skills
Senior Executive Administrative Assistant
Become an integral part of the Corporate and Firmwide Employee Communications team, where you will have the opportunity to work in a dynamic, fast-paced environment. This role offers a platform for professional growth and skill development, and each day will bring new challenges and opportunities. Join a team that values results, attention to detail, and a commitment to excellence.
As a Senior Executive Administrative Assistant in Corporate and Firmwide Employee Communications, you will play a key role in ensuring the smooth operation of our team. You will represent the group with professionalism and discretion, interact with executive-level internal clients across multiple lines of business, and adapt procedures and processes to support the department's goals and activities.
Job responsibilities
- Maintain complex and detailed calendars for multiple executives, including scheduling and prioritizing meetings across time zones
- Screen incoming calls and correspondence, determining priority and handling information with discretion
- Manage the coordination and logistics of internal meetings, including executive town halls and leadership forums
- Arrange and coordinate complicated domestic and international travel, including itineraries and accommodations
- Help plan and manage internal team events, offsites, and celebrations, including catering, venue selection, and transportation
- Process invoices and T&E expense claims for team members, ensuring compliance with firm policies and timely processing
- Assist with staff onboarding and offboarding, including equipment requests, system access, and orientation logistics
- Produce high-quality emails, messages, and communications to individuals at all levels of the organization
- Maintain department documents, including organizational charts, executive bios, and distribution lists
- Proactively handle regular activities and anticipate needs, advising in advance of any issues or delays
Required qualifications, capabilities and skills
- At least five years of administrative experience
- Advanced organizational skills and the ability to manage multiple priorities in a fast-paced environment
- Discretion and sound judgment in handling confidential information and interactions with senior management
- Strong interpersonal, written, and verbal communication skills
- High proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint)
- Excellent telephone etiquette and experience with complex calendar management
Preferred qualifications, capabilities, and skills
- Experience supporting at the Managing Director level (or equivalent)
- Experience planning and managing large-scale internal events or executive communications forums