Executive Assistant College Degree Required BA or BS

Provide administrative support for New Jersey Partner(s) and/or senior Principals, taking full responsibility for the maintenance of a demanding schedule. Positively influence others and represent to all internal and external contacts in a manner consistent with value statement.

Job Responsibilities:

 Develop working relationships with clients and client assistants to facilitate the information flow and scheduling process

Organize and maintain filing systems, time sheets, and expense reports

Receive, sort, screen, and prioritize all incoming mail; respond to inquiries as needed

Organize and schedule client and internal meetings

Respond to case team, committee, and practice area information requests

Coordinate point-to-point travel needs of the Partner (car, flight, hotel, etc.)

Assist with personal tasks to leverage time

Provide telephone support

Type proposals, letters, slide decks, memoranda, client invoices, etc.

Maintain highest levels of internal and external confidentiality

Provide general administrative support: typing, telephone, mail, copying, faxing, filing, calendar functions, voice mail and e-mail distribution lists, etc.

For Practice Area (if applicable):

 Coordinate committee meetings, arrange conference bridges, reserve conference rooms, organize food service

Prepare and circulate meeting agendas and materials, attend meetings, take and distribute meeting notes, follow up on action items

Provide administrative support to all committee events – prepare invitation mailings, tally responses, notify individual VPs of target mailings when appropriate

Update mailing lists and databases in coordination with knowledge management staff, provide regular updates to committee members

Maintain practice area information filing system

For office in general:

 

Share with other team members in providing some general administrative support to the New Jersey office, including, but not limited to, event coordination, office services, guest requests, etc.

Attend select meetings and trainings in New Jersey and New York offices

Provide back-up assistance to other Executive Assistants and Reception Desk as needed

Maintain highest levels of internal and external confidentiality

Perform other projects as assigned or required

Basic Job Requirements 

Bachelors degree, secretarial school degree, or equivalent

7-10 years administrative support experience, preferably at a professional services firm

Proficient computer skills: MS Word, Excel, PowerPoint, Graph, Outlook, and Internet Explorer

Minimum typing speed: 50 wpm

Organizational skills: ability to handle competing priorities and to work effectively in a challenging, fast-paced environment

Service oriented, flexible, attentive to detail, team player

Key Competencies 

Excellent organization and time management skills with ability to manage competing priorities effectively

Meticulous attention to detail and accuracy

Excellent verbal and written communication skills

Strong interpersonal and communication skills to develop effective working relationships with staff and clients

Consistent, dependable and accurate in completing responsibilities/tasks

Uses solid knowledge of computer technology to efficiently and effectively complete projects

Must perform well under pressure, take initiative, and handle multiple tasks at the same time

Displays service-oriented mentality and responds to customer needs with a sense of urgency

Proactive mindset – ability to anticipate, identify, analyze and provide solutions to problems

Capability to utilize independent and sound judgment within framework of established procedures, policies and objectives in decisions affecting projects and initiatives

Demonstrates maturity, poise, diplomacy and tact in a situation

Flexible and adaptable to change

Works cooperatively with other team members, displaying a high level of motivation and enthusiasm for tasks

Ability to respect all company and client information as personal and confidential

Displays high standards of professional behavior, demeanor and ethical standards

Displays patience and an ability to impart knowledge and processes clearly

Self-motivated, takes initiative, possesses creative problem-solving skills and willingness to offer suggestions for improvement; builds relationships to leverage

7 + years Executive Assistant experience to high level Executive

College Degree - BS or BA

If you are looking for a company where you will learn, grow and have an impact, this is the opportunity for you!