Job DetailsYour Opportunity with ECG: Senior Executive AssistantThe senior executive assistant is responsible for providing high-level administrative support to a division leader (DL) and ensuring the smooth operation of the division. You are a trusted, proactive partner to senior leadership, adept at managing complex schedules, communications, and operations with precision and discretion.
Senior executive assistants at ECG excel in optimizing executives' time by efficiently handling calendars, travel logistics, and meetings while anticipating needs and minimizing distractions. They are known for their problem-solving skills and ability to juggle multiple priorities to provide seamless support, from preparing presentations and conducting research to managing confidential correspondence.
In this role you will function as an administrative partner to the DL, assisting with special projects as needed, and an administrative leader for the division. Senior executive assistants are adaptable, resourceful, and able to navigate high-pressure environments, making them invaluable to both the executive and the broader team.
Your ResponsibilitiesThe position includes, but is not limited to, the following responsibilities:
A. DL Support- Assist the DL in achieving goals and objectives. Serve as liaison between the DL and firm leadership, as well as key external contacts/clients, ensuring seamless communication and follow-up.
- Serve as the "master calendar optimizer," managing a complex and dynamic schedule. This includes handling shifting priorities, overseeing the workflow of scheduling requests, resolving conflicts, ensuring adequate transition time between events, and capturing key details for each engagement.
- Manage all aspects of the DL's travel arrangements, including logistics, itineraries, meeting agendas, hotel reservations, and air/ground travel, ensuring all arrangements align with the DL's specifications and preferences.
- Prepare, process, review, and audit expense reports to ensure timely and accurate payments with necessary receipts/documents according to company policy.
- Keep the DL organized by managing meeting materials, prioritizing immediate tasks, and helping with inbox management and communication strategies.
- Proactively identify and implement process improvements to optimize the DL's time, minimizing distractions and allowing the DL to focus on high-impact tasks.
- Organize and maintain electronic and paper files, ensuring compliance with firm policies on document management and archiving.
- Draft and manage correspondence on behalf of the DL, including preparing communications and presentations.
- Develop and prepare materials for meetings and presentations, conducting necessary research and ensuring the DL has all the information required to make informed decisions.
- Collaborate with HR, marketing, business development, and IT to support DL and division activities.
- Manage and prioritize the DL's workflow, adding structure and processes where needed to streamline operations and maintain alignment with key priorities.
- Take a proactive approach to supporting the DL, anticipating needs, understanding the business context, and managing complex logistics to ensure the DL remains focused and well-prepared for key initiatives.
- Uphold ECG's corporate image by professionally representing the firm and ensuring the confidentiality of sensitive information.
B. Division Support- Oversee day-to-day operations of the DL's division, ensuring exceptional customer care, efficient administration, and seamless coordination of activities.
- Develop and maintain administrative processes and templates for the division, coordinating closely with the administrative team supporting other leaders in the division.
- Run CRM and Vantagepoint reports as needed. Assist with maintaining CRM, possibly including creating and updating pipelines, prepipelines, client contacts, and project notes.
- Assist in the preparation of meeting materials, conducting research and ensuring the DL is equipped with all necessary information for decision-making, including coordination with the firm's Document Production Center.
- Assist with overall division communications, including newsletters, team meetings, and other necessary channels. Coordinate in-person and virtual meetings, including preparing and posting presentations, materials, and agendas.
- Execute special projects, partnering with cross-functional teams, managing deadlines, and providing proactive updates. Continuously track and review action items for the DL.
C. Office Management- Schedule and arrange logistics for on-site and off-site meetings, including division retreats, ensuring appropriate meeting spaces and services are secured.
- Assist in event planning and coordination as needed, including organizing team activities such as all-hands meetings, off sites, and social events.
- Collaborate with office assistants to ensure smooth day-to-day operations of the office, fostering a professional, positive, and engaging office culture.
Qualifications- Seven-plus years of experience in an executive assistant role, preferably supporting senior executives in a consulting or professional services firm
- Bachelor's degree in a business-related field or equivalent
- Proficiency in Microsoft Office suite, particularly PowerPoint, Outlook, and Excel
- Superior organizational skills, an aptitude for details, and strong prioritization abilities
- Exceptional communication skills, confidence, and professional presence
- Experience in providing a high level of attention to details and follow-up
- Demonstrated ability to thrive in a fast-paced, demanding environment and fully manage your own time
- History of maintaining a high level of discretion and confidentiality
- Ability to work under the pressure of deadlines
- Demonstrated self-confidence
- Experience with overcoming obstacles and challenges to ensure tasks are completed
- Demonstrated ability to take on stretch assignments with a drive to provide excellent service
- Balanced judgment and problem-solving in complex and ambiguous situations
- Ability to anticipate needed decisions; consider implications, risks, and opportunities; and take action as required
- Experience in taking initiative, making suggestions, and helping solve problems
Job LocationsAtlanta, Boston, Chicago, Minneapolis, or Washington DC. The senior executive assistant role is hybrid, with the expectation of in-office attendance a minimum of three days per week.
ScheduleFull time/nonexempt
What You Can Expect of UsTo reward our driven, innovative, and passionate employees, we've built a company culture that's centered on performance. We offer an attractive compensation package, challenging work, and an entrepreneurial environment where you can take ownership of your career-and get out as much as you put in.
The estimated base salary range for this job is $43.27 - $48.08 hourly. It represents a good faith estimate of the range that ECG reasonably expects to pay at the time of the job posting. The actual salary paid will vary based on multiple factors, including but not limited to years of experience, special skills, and market changes. The job is also eligible to participate in ECG's benefit plans, which include medical, dental, and vision coverage; 401(k) matching program; PTO; and other wellness programs.
Apply now and make an impact for years to come.To begin the recruitment process, please submit your resume via our career site at https://careers.ecgmc.com.
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