Summary
The Executive Assistant supports the firms’ Business Unit Leaders and works well cross-functionally, in a professional, efficient, completely discrete and highly confidential manner. This role works in a fast-paced environment, needs to work well under pressure and be extremely self-motivated.
Responsibilities
- Manages complex calendars for assigned leaders as needed, proactively identifying and resolving scheduling conflicts with discretion and diplomacy. Oversees meeting logistics, including accepting, declining, and rescheduling appointments, and distributing meeting invitations.
- Coordinates conference room bookings and ensures proper setup for teleconferences and video meetings.
- Collaborates closely with the executive assistant team and firmwide stakeholders to ensure smooth daily operations, including proactive communication and issue resolution.
- Arranges domestic and international business travel, including itineraries and accommodations as requested by assigned leaders.
- Prepares and submits expense reports and timesheets for assigned leaders; maintains professional licenses and tracks PDH credits across multiple states.
- Organizes internal and external meetings, including breakfast, lunch, and dinner engagements with employees and clients.
- Collaborates with internal teams to plan and execute office events such as Town Halls, social and community service events.
- Manages business license and registrations filing paperwork and submissions as required.
- Performs additional administrative duties as assigned.
Requirements
- Demonstrates and embraces WorkingBuildings core values
- Demonstrates entrepreneurial attitude toward problem solving
- Maintains a professional demeanor with clients and coworkers
- Seeks feedback on his/her performance; takes action to enhance strengths and improve weaknesses
- Assumes extreme ownership of his/her work both internally and externally
Qualifications
- Bachelor’s degree or equivalent experience
- 5+ years of experience supporting C-level executives
- Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint)
- Excellent written and verbal communication skills
- Strong organizational and time-management abilities
- High level of professionalism and confidentiality
- Ability to work independently and as part of a team
Physical Requirements
The physical requirements listed below represent the minimum standards that an employee must meet to perform the essential functions of this role successfully. Reasonable accommodations can be made to enable individuals with disabilities to perform these functions.
- This job operates in a professional office environment and requires the use of standard office equipment.
- Regularly required to sit, use hands, and communicate verbally.
- Occasionally required to stand, walk, and reach with hands and arms.
- Occasionally lift and/or move items up to 10 pounds.
