Executive Assistant to the Managing Director

4 weeks ago

MagstattleBas, Grand Est, United States Harrison Gray Search Full time
Job Summary

Harrison Gray Search is seeking a highly skilled and experienced Managing Director Assistant to join their team in Omaha. As a key member of the leadership team, this individual will be responsible for providing exceptional administrative support, ensuring seamless day-to-day operations, and maintaining a professional office environment.

Key ResponsibilitiesCommunication & Calendar Management
  • Develop and manage professional correspondence, emails, and calendar requests with accuracy and timeliness.
  • Organize daily, monthly, and quarterly meetings, balancing both business and personal priorities.
  • Prepare meeting materials and ensure timely follow-up on action items.
  • Coordinate business development schedules and craft detailed itineraries for the leadership team.
Travel & Event Coordination
  • Arrange and manage travel plans for the leadership team, including researching, booking, and preparing travel itineraries.
  • Organize internal and external meetings, selecting venues and coordinating logistics.
  • Assist in planning and executing on-site events, ensuring all details are managed efficiently.
Office Management
  • Serve as the primary point of contact for phone and email inquiries, greeting visitors, and managing conference room bookings.
  • Maintain the organization and cleanliness of the office, conference rooms, and common areas, such as the kitchen.
  • Monitor and manage office supply inventories, ensuring seamless office operations.
Administrative Support
  • Provide support for client and investor relations tasks, assisting with correspondence and follow-ups.
  • Manage expense reports and budgeting for the leadership team.
  • Handle confidential information with discretion and professionalism.
Requirements
  • 5+ years of experience directly supporting Director or C-level personnel in a fast-paced, professional environment.
  • Strong proficiency in Microsoft Office Suite (Word, Excel, OneNote, PowerPoint, Outlook) and the ability to quickly adapt to new software.
  • Excellent communication and interpersonal skills with the confidence to manage upward.
  • Demonstrated ability to be proactive, flexible, and a team player who thrives in a dynamic setting.
  • Strong decision-making skills, a positive attitude, and the ability to maintain composure in high-pressure situations.
  • Ability to build and maintain professional relationships across all levels of the organization.
  • High attention to detail and polished professional presentation, as this role serves as the first point of contact for clients.
  • Due to the nature of this role, visible tattoos do not align with the professional appearance standards required. Candidates must be able to adhere to these guidelines.
Work Environment
  • Full-time, in-office position based in Omaha, working Monday through Friday, 8 AM to 5 PM. Potential to work from home on Fridays.
  • Occasional flexibility required for urgent situations outside standard hours (e.g., travel changes, meeting adjustments), but less than 15% of the time.
  • Typical work week averages 50 hours.
  • Must be able to work in front of a computer for extended periods and occasionally lift up to 30 lbs as part of lifting office supplies or assisting with event setup.
Compensation & Benefits
  • Competitive salary with an annual profit-sharing opportunity.
  • Comprehensive medical, dental, and vision coverage (100% of employee premiums and 25% for dependents).
  • Flexible Paid Time Off (PTO).
  • 401K with a company match.
  • Annual firm retreat.
  • Access to a dedicated Success Coach for both individual and group coaching sessions.

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