Senior Executive Assistant

4 weeks ago

Chantilly, United States The Midtown Group Full time

Our client, a well-respected National Law Firm, is seeking a Senior Executive Assistant to join it’s team and support the Executive Team on a permanent basis in their Northern Virginia HQ

The Senior Executive Assistant oversees and manages a wide range of administrative and executive support-related tasks and can work independently with little or no supervision. This position will support senior firm leaders across all aspects of their jobs, including internal administrative initiatives, business administration efforts, as well as client deliverables. This position calls for flexibility, excellent interpersonal skills, project coordination experience, and the ability to work well with all levels of internal management and staff, as well as outside clients and vendors.

ESSENTIAL DUTIES, TASKS, AND RESPONSIBILITIES

  • Manage daily schedules and projects, requiring interaction with internal Firm members and assistants, as well as clients and vendors. Tasks may include:

o Receive and screen communications including telephone calls, email messages, and incoming mail per direction while maintaining the highest level of confidentiality in all aspects of client and staff information

o Provide assistance using independent judgment to determine those requiring priority attention; prioritize, channel, and facilitate communication and project tasks with Firm members, clients, and vendors

o Assist with office organization in conjunction with day-to-day support of activities

  • Assist with various work product and business tasks such as:

o Create, prepare, and modify documents on the Firms network such as reports, memorandums, letters, invoices, background documents, financial information, and other communications, using word processing, spreadsheets, PowerPoint, Worksite, and/or other software programs

o Prepare agendas, attend Firm and other meetings as requested and record, transcribe and distribute meeting minutes

o Conduct non-legal research, assemble, and analyze data to prepare documents

o Review and summarize miscellaneous business and operational reports and documents

o Prioritize and manage multiple projects simultaneously and follow through on issues in a timely manner

  • Other Administrative Duties
  • Arrangement of travel schedules and meetings
  • Preparation of expense reports
  • General clerical duties include copying, faxing, mailing, filing, and retrieving

documents, records, and reference materials

  • Preparation and delivery of periodic progress reports including appropriate metrics
  • Adherence to business standards and procedures
  • Perform other related duties as assigned. SKILLS, KNOWLEDGE, AND ABILITIES

o Maintain the highest level of discretion and confidentiality o Excellent written and oral communication skills in English o Critical thinker, with excellent analytical abilities essential o Proficient computer / office productivity software skills

o Ability to function in a high energy fast paced environment

o Ability to work effectively in a culturally diverse work group

o Ability to maintain an atmosphere where team spirit thrives on cooperation, trust, and empowerment

o Ability to maintain thorough and open communications - whether the information is positive or negative, by relaying this information as quickly and accurately as possible to their supervisor and other affected team members

o Ability to improve quality, cost, delivery, and productivity through continuous improvement activities

o Will be required to work onsite in the Firm’s Virginia offices 3-4 days per week

o May require domestic travel for project related assignments on an irregular basis

o Position will require the ability for the employee to adjust their work schedule to adapt to

Executive Director’s demanding schedules and support needs throughout the year

QUALIFICATIONS

  • 7-10 years of experience as an executive administrative assistant
  • Associates degree or higher in business or related fields strongly preferred

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