Position Information

Hiring Manager:
Administration Manager
Department:
Administration

Department Overview

The Administration Department is responsible for providing administrative and logistical support to the entire organization. The role of the department is to keep the office organized and ensure that everything operates smoothly. In addition, the Administration Department implements policies and procedures. The department's primary responsibilities include scheduling, expenses, travel and assisting with other duties allowing their supports more time to carry out their responsibilities.

Position Responsibilities

The Executive Assistant will initially support one of the Firm's Co-Presidents and enable them to maintain uninterrupted focus on business activities and outside ventures. The position requires an intelligent, capable individual with highly relevant experience. The position requires a high degree of responsiveness and availability including occasional support outside standard business hours based on business needs.

Responsibilities include:

• Providing comprehensive administrative support to the Co-President including highly complex calendar management, working heavily with other Executive Assistants to coordinate internal and external meetings
• Proactively managing competing priorities, shifting demands and time-sensitive matters with sound judgment and confidentiality
• Coordinating and routing inbound communications to the Co-President, ensuring alignment with priorities and directing inquiries efficiently
• Coordinating domestic / international travel arrangements including working with outside high-end travel agency, arranging private plane charters as needed and preparing comprehensive written travel forms in standard format
• Maintaining a detailed, organized schedule using the CRM
• Creating and maintaining contacts and recording call notes into the CRM for relevant meetings
• Tracking, organizing and submitting monthly expenses
• Facilitating / preparing agendas and materials for Senior Leader-led internal meetings and various committees and forums
• Managing / coordinating daily office needs including catering, meals and related arrangements for internal and external meetings
• Participating in semi-annual department process reviews and collaborating with managers and Senior Leaders to identify improvement areas and implement best practices
• Proactively resolving operational gaps to support leadership effectiveness
• Developing, maintaining and continuously improving process guides and operating procedures for the Co-President
• Handling confidential and sensitive information with discretion and sound judgment
• Providing administrative backup support to the Executive Assistant Team including support to the Executive-level offices as needed
• Completing ad-hoc projects as assigned

Candidate Requirements

Qualifications & Experience:

• Bachelor's degree required
• Minimum of 7 years' experience as an Executive Assistant supporting senior executives
• Proficiency in Microsoft Office products (Word, Excel and PowerPoint) and Apple products is required; previous experience using a CRM program preferred
• Excellent verbal and written communication skills; comfortable communicating with senior executives and external business contacts
• Ability to maintain confidentiality to the highest degree and discretion in all circumstances
• Ability to multi-task utilizing effective time management skills, organization and prioritization
• Meticulous attention to detail and accuracy
• Ability to perform in a fast-paced environment with the highest standards with a strong sense of urgency
• Excellent business writing skills; drafts clear, well-structured and thoughtfully crafted communications
• Strong project management skills; capable of owning projects from start to finish, demonstrating exemplary follow through while meeting deadlines
• Maintains confidence under pressure and when faced with challenging obstacles
• Must be able to adapt quickly to shifting priorities
• Maintains a positive, constructive and friendly attitude
• This role is primarily on-site, with an expectation of consistent in-office presence aligned to business needs. Flexibility is required based on leadership needs, events and Firm initiatives.
• Demonstrated ability to effectively leverage AI tools in day-to-day work, with strong critical thinking to assess accuracy, limitations and appropriate use of AI generated outputs
• Enthusiastic about working in office and creating a Gold Standard hybrid work culture

Critical Competencies for Success

Our Gold Standards define key behaviors and competencies across 4 dimensions: Leadership, Achieving Results, Personal Effectiveness and Thinking Critically. These behaviors and competencies drive our ability to win together.

• Leadership: Role models in this area consistently focus on the right goals and priorities and continually develop themselves and others. Always team players, they influence and engage with others to contribute to a supportive and inclusive culture where all feel welcome.
• Achieving Results: Role models in this area are high achievers who develop careful plans and deliver consistently and effectively. They hold themselves and others accountable for delivering high quality results, and they remove barriers to ensure others can contribute and grow.
• Personal Effectiveness: Role models in this area build strong relationships, treat others with respect and communicate effectively. They are driven to exceed expectations and are adaptable to changing circumstances.
• Thinking Critically: Role models in this area understand our business, rely on analytical reasoning and seek diverse perspectives to solve problems. They are forward thinking, anticipating issues and addressing them in advance.

The department-specific competencies define the knowledge, skills and abilities that are needed to successfully perform the functional or technical work of this role.

• Administrative Excellence: Understands administrative processes and systems (e.g., documentation, calendars, budgets, office management) and balances multiple priorities while maintaining accuracy.
• Internal Customer Focus: Understands internal customers' business and carries out administrative responsibilities to meet business needs and ensure satisfaction.
• Facilities Knowledge: Utilizes knowledge of facilities maintenance, office automation, and related processes to address issues and optimize performance.
• Office Automation: Understands office automation and drives related processes, leveraging an agile and creative mindset to drive innovative value creation, continuous process improvement and proactive learning through new technology, processes and people.
• Vendor Management: Manages and coordinates with external vendors. Researches and identifies new vendors as needed and monitors performance.
• Project / Program Management: Manages projects and / or programs through planning, identifying resources, monitoring and communicating project activities and assessing impacts of project decisions.

Compensation and Benefits
For New York Only: It is expected that the base salary range for this position will be $100,000 - $130,000. Actual salaries may vary based on factors such as skills, experiences and qualifications for the role. The total compensation package for this position may also include other elements and discretionary awards in addition to a full range of medical, financial and / or other benefits (including 401(k) eligibility and various paid time off benefits such as vacation, sick time and parental leave) dependent on the position offered. Details of participation in these benefit plans will be provided if an employee receives an offer of employment. If hired, the employee will be in an 'at-will position' and the Firm reserves the right to modify base salary (as well as any other discretionary payment or compensation program) at any time including for reasons related to individual performance, Firm or individual department / team performance and market factors.