Executive Assistant
1 month ago
This role primarily supports the Chief Operating Officer, with a fair amount of close interaction and support to the VP of Operations.
With limited supervision, provide the necessary professional-level support for the Chief Operating Officer. This is a highly responsible administrative and professional role that requires a high degree of accuracy, accountability, diligence, confidentiality and strong communication skills. This role also requires working collaboratively in support of the VP of Operations with areas that overlap the COO and VP's responsibilities.
Work Activities:
- Work directly with the COO to support all aspects of their daily work routine.
- Serve as a communications link between the COO and both internal and external stakeholders.
- Receive and screen communications (email, voicemail) to COO and use independent judgment and critical thinking to determine issues requiring priority attention.
- Determine priority of matters of attention for the COO; redirect matters to staff to manage, or handle matters independently, as appropriate.
- Prepare executive responses to routine correspondence, exercising independent judgment and tact on behalf of COO.
- Provide coordination, monitoring, and communication of projects and programs managed by the COO. Some fundamental project management skills is required for success.
- Keep the COO advised of time-sensitive and priority issues, ensuring appropriate follow-up.
- Conserve the COO’s time by reading, researching, collecting, and analyzing information as needed, in advance.
- Escalate underwriting issues and advisor concerns to COO, ensuring appropriate follow-up. Coordinate with the VP of Operations to escalate concerns appropriately.
- Assist COO in managing the Firm’s real estate portfolio by tracking leases, reviewing contracts, coordinating relocations/moves, handling site issues, reviewing inventory, confirming invoices, and procuring vendors. Work with the VP of Operations on expense tracking, as needed.
- Other additional and/or alternative duties as assigned from time to time, including supporting other departments as needed, not limited to routine administrative tasks.
- Coordinate work with other staff as needed; play a key role in the coordination of efforts both within and outside the department.
- Manage printing, faxing, mail/overnight packages, copying, filing, DocuSign, and email/messages.
- Prepare, reconcile, and submit expenses.
- Maintain electronic filing system.
- Ensure COO licenses and training requirements are up to date, including tracking and initiating, through coordination with Licensing department.
- Maintain the COO’s calendar, including scheduling meetings, appointments, conferences and events, and travel (domestic and international) arrangements. Exercise discretion in committing time and evaluating needs.
- Coordinate interview schedule for VP of Operations, setting up virtual meetings, confirmations and follow ups.
- Support the COO in coordinating group travel events with researching venues, meeting with travel partners, managing logistics, documenting details, and reconciling invoices.
- Manage sensitive matters with confidentiality and discretion, especially decisions directly impacting the operations of the company.
- Complete ad hoc projects as assigned – such as personal events and/or family needs.
Skills and Requirements:
- Excellent communication and time management skills; demonstrated ability to meet deadlines.
- Exceptionally professional and organized
- Basic project management skills.
- Ability to function independently in a high-paced environment with competing priorities.
- Resilience and commitment to high quality resolution.
- Responsiveness to emails/texts/phone calls from the COO, with contact outside normal business hours.
- Represent the company and the COO in a positive light through great follow-through skills and sound judgment.
- Ability to use discretion and maintain client confidentiality.
- Proficiency in Microsoft Office, and experience in Salesforce is a plus.
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