Executive Assistant II-0082T

Description The Executive Assistant provides full and diversified administrative support of a responsible nature to a client-serving team and other key management personnel. This individual uses broad and comprehensive experience, skills and knowledge in organizational policies, procedures and practices, and serves as a facilitator who may coordinate deadlines and either handle them directly, or through others, handle project coordination and completion.

Responsibilities

Calendar/Travel/Meeting Coordination

Establish a systematic method for self and others to track time commitments and the completion of tasks; coordinate and plan domestic and international travel arrangements; coordinate and make arrangements for conferences, meetings and events.

Proficiently use automated calendar management tools (e.g., Lotus Notes calendar, Palm Pilot, etc.).

May advise/train others on calendar management tools when requested.

Effectively use firm/area travel and meeting policies and procedures to complete all aspects of travel and meeting arrangements and ensure accuracy.

Coordinate large internal or external meetings/events or conferences.

Document Preparation Management

Format and edit letters, reports, and all other correspondence from the draft stage to client-ready work; adhere to record retention policies and procedures; and follow an organized filing/document management process for electronic and paper documents.

Develop and edit complex business documents from limited information with guidance.

Advise/train on document retention policies and procedures.

Engagement/Practice Support

Add value through understanding the work processes and resources, structure, and business of the firm/practice/functional group/industry, including when and how to access them.

Add value by keeping abreast of the local business environment.

Develop and leverage relationships with key business and community leaders.

Effectively use practice/engagement specific processes and tools.

Demonstrate in-depth knowledge of our internal financial coding structure, including analysis and reconciliation of financial data.

Technology/Knowledge and Information Management

Work with firm-standard versions of MS Word, Excel, PowerPoint, Lotus Notes and other relevant software like our time and expense application; be able to navigate the internet and intranets and use technical equipment appropriately.

Know where to find firm knowledge and other relevant business information.

Act as a subject matter resource on aspects of firm-standard technology.

Use advanced functions of MS Office and other relevant software.

Efficiently perform and filter research with minimal guidance.

Create and/or maintain engagement databases.

May require proficient use of specialty software or engagement/practice-specific applications.

Qualifications

To qualify, candidates must have:

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a bachelor's degree or equivalent work experience
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5-7 years of related experience
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initiative and a strong customer service focus
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effective interpersonal and communication skills and the ability to interface with personnel at all levels, both verbally and in writing
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the ability to improve standardized best practices and service deliveries to accomplish firm, group, customer and/or individual goals
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the ability to meet new challenges with an open mind and an optimistic response
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the ability to effectively manage/coordinate simultaneous projects, and successfully prioritize multiple tasks with good judgment
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unwavering attention and adherence to the firm's values and principles
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a working knowledge of the firms structure, key personnel and organizational policies and procedures, as well as a functional knowledge of a professional services environment
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proficiency in standardized software applications, including MS Word, Excel, PowerPoint and Lotus Notes

The successful candidate must be available for overtime, as needed, and must have an excellent attendance and punctuality record.