Position OverviewThis role provides administrative support to a senior executive, while also assisting other members of the team. Responsibilities include, but are not limited to, general, administrative and/or project-based work.
Primary Duties and Responsibilities- Arrange complex travel plans and compose detailed itineraries, obtain necessary travel documents, and visa coordination
- Schedule and organize meetings, conferences and off-sites including all related logistics
- Allocate and process expenses for executives, using the Concur expense management system
- Screen a large volume of incoming calls and greet guests in a professional and courteous manner
- Prepare and edit relevant materials for team, including Word Documents, PowerPoint, and Excel Spreadsheets
- Establish, develop, maintain and update e-filing system
- Compose strategic communications such as letters, memos, invitations, agendas and correspondence related to all projects and on behalf of executives. Edit for accuracy and clarity of final copy; proofread for spelling, grammar, format for consistency and make the appropriate changes
- Manage work priorities independently and respond to business outside of normal business hours as needed
- Perform other related general administrative tasks for executives as assigned and required
- Use US Mail, FedEx, and other services to send and track priority mail
- Coordinate closely with team and other assistants to provide phone coverage and back-up assistance
- Allocation and coding of invoices as needed
- Facilitate vendor onboarding process
Qualifications & Experience- Bachelor's Degree or 10+ years of administrative assistance experience or training, or equivalent combination of education and experience
- Ability to thrive in a fast-paced and rigorous work environment; demonstrated ability to prioritize competing demands and meet deadlines
- Strong initiative and ownership of responsibilities - Must demonstrate a proactive, positive attitude towards given tasks, plan ahead for potential issues and take appropriate action
- Exemplary interpersonal skills necessary to handle sensitive and confidential situations. Role continually requires demonstrated poise, tact and diplomacy
- Superb written and verbal communication skills. Strong attention to detail when composing and proofing materials required
- Team-oriented and collaborative attitude is a must
- Extensive knowledge of Microsoft Outlook and proficient in Excel, Word and PowerPoint
- Working knowledge of office administrative procedures and operating standard office equipment
Pay Range$100,000 - $110,000
The contents of the qualifications and experience section of this job description are a guideline only. If an applicant can otherwise demonstrate their suitability for the role they will be considered.
The base salary range for this position is listed above. This position is also eligible for a discretionary annual bonus based on personal, team, and Firm performance. Compensation ranges are based on several factors including job function, level, and geographic location. Final offer amounts are determined by multiple factors including candidate experience and expertise, and may vary from the amounts listed here.
