Executive Assistant

5 months ago

Miami, United States HMG Plus, Inc. Full time $100,000 - $120,000
About Our Client:

As one of the world’s leading law firms, our client serves a broad range of clients with market-leading practices in private equity, M&A and other complex corporate transactions; investment fund formation and alternative asset management; restructurings; high-stakes commercial and intellectual property litigation; and government, regulatory and internal investigations. They are one of the largest law firms in the world and a top financial performer. 

Essential Job Functions:

The Executive Assistant (EA) will provide administrative support and thought partnership to the Senior Director of Administration, HR Manager, and the Operations Manager in the Miami office. This is a highly visible position requiring well-developed organizational, communication skills, and confidentiality. Acting on their own initiative and direction, the EA will handle a wide range of administrative and executive support-related tasks and interact with personnel at all levels in a fast-paced environment, sometimes under pressure. With great attention to detail, the EA will need to be flexible, proactive, and efficient while exhibiting a high level of professionalism and confidentiality in this role. 

Responsibilities include but are not limited to supporting the Miami office Senior Director of Administration and team with the budget process, preparation and reporting on financial metrics and tracking vendor payments, complex calendar management, conferences, highly visible presentations, and preparing travel arrangements and expense reimbursement. Plan and coordinate events, including luncheons and various senior management meetings. Prepare internal and external communications and proactively anticipate the needs of the Senior Director of Administration. This position requires well-developed organizational and communication skills as well as the ability to exercise sound judgment and maintain professionalism. 

ESSENTIAL FUNCTIONS (This list is not exhaustive and may be supplemented and changed as necessary).
  • Manage the Senior Director’s calendar and collaborate effectively with others to coordinate scheduling needs; plan and schedule monthly and weekly meetings along with any necessary logistics while effectively communicating changes.
  • Advanced PowerPoint, Word, and Excel skills are required to create and compile meeting materials for various Committee and Leadership meetings. Create PowerPoint presentations ahead of senior leadership meetings will be a recurring function.
  • Research, prioritize, and follow up on incoming requests and issues addressed to the Senior Director, including those of a sensitive or confidential nature; determine the appropriate course of action, referral, or response.
  • Coordinate domestic and international travel and reservations in accordance with the Firm’s Travel Policy (e.g., air, hotel, ground transportation).
  • Maintains and prioritizes daily action items for personal follow-up and management.
  • Handles confidential information, including data related to human resources, budget, forecasts, etc.
  • Process expense reports for events, dinners and/or travel, prepare expense reports and submit in a timely manner.
  • Compose, type, and proofread correspondence, memos, and emails as requested.
  • Coordinate, prepare and compile meeting materials for various Committee and Leadership meetings.
  • Coordinate with Human Resources, Operations, Practice Services and Guest Services as it relates to new hires, practice assistant assignments, office events, in-office moves and visitors and provide Director with appropriate reports, if applicable.
  • Assist with on-going special projects; work associated with special projects will vary and will be assigned as the individual demonstrates skills to handle additional responsibilities.
  • Handle clerical duties of answering incoming calls, filing, copying, scanning, and opening mail.
  • Other duties and projects as assigned by the Senior Director, HR Manager, and Operations Manager.

Qualifications & Requirements
Education, Work Experience, Skills:
  • The ideal candidate will have demonstrated work experience supporting executives in a professional services organization.
  • The EA should be able to anticipate needs and exercise sound judgment, tact, diplomacy, integrity, and professionalism in all interactions.
  • This individual must possess the aptitude to work independently without significant oversight or instruction to achieve results with a high degree of accuracy and attention to detail.
  • The ideal candidate must exercise tact and discretion given the sensitive and confidential nature of information they will be privy to.
  • The ability to establish rapport quickly with others and maintain a professional demeanor while under pressure is critical. 
  • A minimum of 5 years work experience, in a professional services firm supporting a senior level executive in a fast- paced environment is required.
  • A Bachelor of Arts/Science (BA/BS) or equivalent experience is expected.
  • This individual must have excellent communication skills; a strong working knowledge of Microsoft Word, Excel, PowerPoint, and Outlook; and adapt easily to new software and other web-based tools used for time and expense reporting.
  • The individual should be flexible to handle time sensitive requests, including needs outside of standard working hours from time to time.
  • Lastly, the individual should desire to learn new skills and to expand their job skills over time.
  • Previous experience using SharePoint and Visio a plus.

Technologies/Software:
  • Proficient working within MS Office with advanced Excel and PowerPoint skills are required.
  • Experience using Visio a plus.
  • Experience using SharePoint a plus.
  • Experience with surveys, specifically Novi a plus.

Certificates, Licensures, Registrations:
  • Notary license is a plus.

Equal Employment Opportunity:

All employment decisions, including the recruiting, hiring, placement, training availability, promotion, compensation, evaluation, disciplinary actions, and termination of employment (if necessary) are made without regard to the employee’s race, color, creed, religion, sex, pregnancy or childbirth, personal appearance, family responsibilities, sexual orientation or preference, gender identity, political affiliation, source of income, place of residence, national or ethnic origin, ancestry, age, marital status, military veteran status, unfavorable discharge from military service, physical or mental disability, or on any other basis prohibited by applicable law.

About HMG Plus, Inc.:

HMG Plus is the Tri-State’s leading hospitality staffing service, focused on specialized hospitality training and recruiting. We find our success in our passion for hospitality, our commitment to excellence in service, and in the power of people. We believe the right people- carefully chosen, rigorously vetted, properly trained, impeccably presented, and led by a team that’s always ready and on-demand have the ability to transform any hospitality experience. While we are industry experts with our history spanning over two decades, it’s time to hone the art of change for our new future. HMG Plus looks forward to being 100% ServSafe certified, expertly trained in safety and sanitation, and technologically forward to best fit all evolving needs. We are here to be both the experts in hospitality staffing and hospitality safety. Above all else, HMG Plus is here for you to make your hospitality experience exceptional.We found it in our passion for hospitality, our commitment to excellence in service, and in the power of people. We believe the right people—carefully chosen, rigorously vetted, properly trained, impeccably presented, and led by a team that’s always ready and on-demand—have the ability to transform an event and the experience of everyone who attends it. We prove it to our clients (and theirs) event after event. We look forward to doing the same for you.

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