Executive Assistant

 

Position Summary :                                

The principal responsibility of this position is to provide Executive Administrative support to the Co - Head and team of VP’s,  Senior Associates, and Associates on the team.

 

Responsibilities and Duties :

• Calendars: Maintain calendars, contacts and tasks (primarily done through Microsoft Office); schedule and coordinate internal and external meetings; ordering catering for any meetings requiring breakfast/lunch/refreshments
• Travel: Coordinate complex domestic and international travel arrangements, which include flights (commercial or private), car service, dinner reservations, colleague and client meetings etc.
• Office Support: Order supplies preferred by team; retrieve guests/deliveries from lobby;
• Invoicing: submit any deal related invoices on behalf of the team ( this includes all the preliminary work of setting up new vendors and projects related with new deals)
• Presentations: Help prepare presentation materials;
• Expenses: Review, edit and complete expense reports; work with AP for timely payments and track reimbursements;
• Printing: printing materials for weekly team meetings; regularly printing/binding large volume deal materials when required
• General: Assist with special projects as needed; pro-actively anticipate work assignments whenever possible;
• Leave reporting: maintain PTO leave for entire team and submitting quarterly report to HR.
• Maintain confidentiality of all sensitive and confidential issues.
• Other reasonably related duties as assigned (light PA work).

 

Required Qualifications :

·         Minimum of 8-10 years’ experience supporting senior level management;

·         Previous job references required;

·         Experience with Concur

·         Experience with PeopleSoft

·         College degree preferred;

·         Strong computer and Internet research skills;

·         Excellent Microsoft Office Skills (primarily Outlook, Word and PowerPoint);

·         Strong organizational skills and attention to detail;

·         Ability to work independently with strong follow-through skills;

·         Excellent communication skills –

·         Flexibility to juggle an extensive degree of multiple and changing priorities;

·         Resourcefulness (especially online) in executing projects;

·         Collaborative/teamwork attitude and skills a must;

• Maintain positive attitude in a very fast-paced and evolving work environment.