The EA will provide high-level executive administrative support to the Firm Administration department’s CAO. The EA interacts with all levels of management and staff throughout the firm, as well as external vendors. The EA also supports the Director of East Coast Administration.
What you’ll do:
-Heavy calendar maintenance; coordinate, manage, and maintain schedules and appointments.
-Organize a very busy travel schedule, making all arrangements, including reviewing itineraries for accuracy, coordinating local car services, reserving visitor offices, and maintaining a travel tracking spreadsheet.
-Prepare and submit expense reimbursements and invoices for processing.
-Screen and respond to incoming calls/emails, assess situations, resolve conflicts when appropriate or escalating as needed. Determine the best use of the CAO’s time, and handle requests accordingly.
-Communicate with a wide variety of leaders and partners to exchange critical and/or sensitive information and expedite matters. Monitor progress on important matters and follow up to ensure disposition.
-Arrange and coordinate meetings and events, prepare agendas/receive and interact with visitors and clients (internal/external).
-Prepare spreadsheets for a yearly department budget; input budget figures into the system and make mid-year adjustments as needed.
-Create holiday memos, which include information compiled from department managers, to be published on the iNet and sent to Office Administrators to distribute in their respective offices.
-Review charges from property managers and allocate appropriate amounts to general ledgers for payment.
-Responsible for raising monthly rent invoices for sub-tenants in the firm’s NY and SV offices.
Who you are:
-Highly motivated, organized, and self-directed individual with excellent interpersonal skills.
-Must be able to effectively multitask and handle a variety of sensitive/confidential matters in a professional, polished and mature manner with tact, diplomacy, discretion and good judgment.
-Ability to operate independently in a fast-paced, multifaceted department, meeting multiple deliverables and deadlines.
-Advanced knowledge of MS Office Suite required.
-Excellent communicator who works well with people at all levels. This position requires someone who is calm under pressure and not knocked off balance by last minute requests and/or changes.
-Unparalleled attention to detail combined with a desire to get the job completed accurately and in a timely manner. Strong initiative and follow-through are essential.
-Ability to build professional relationships within the department and across the global organization.
-Ability to exercise independent discretion and judgment within scope of role.
-Proven experience handling confidential and sensitive information
-Position requires strong interpersonal skills and exceptional communication skills (both verbal and written).
-A minimum of 5 years as an administrative professional supporting executive/C level management is required.
-A college education is preferred (Associate’s or Bachelor’s degree or equivalent experience).