Senior Executive Administrative Assistant
2 days ago
Join our Global Mergers & Acquisitions team where you will partner with global leaders, managing a demanding and dynamic calendar and international travel. You will own managing the office and schedule, tapping your administrative expertise to manage priorities and ensure efficient use of executives' time. You will also be working closely with colleagues and business managers to ensure robust on-site support and backup coverage.
As a Sr. Executive Administrative Assistant you will have proven experience proactively supporting executive level leaders with very large organizations, experience managing complex market visits, partnering with key stakeholders such as Business Managers, Finance and Communications teams, efficiently tracking and organizing deliverables, and preparing end-to-end for client visits. In addition, you will represent the leader at all levels of the corporate hierarchy which includes interacting with various executive level clients and internal constituents across all lines of businesses and represent the firm professionally at all times both internally and externally. In addition to traditional administrative support, you will also need to meticulously plan and lead large events, Town Halls, maintain critical follow ups and draft communications on behalf of executives.
Job responsibilities:
- Gatekeeper of all contact with the public, clients and staff coming through the executive's office
- Manage extensive and complex calendar for Senior Executive in a fast paced and dynamic environment. Use tools such as LLM and Teems to maximize collaboration and efficiency.
- Arrange and maintain extensive travel plans and itineraries for both international and domestic travel
- Manage general office support to include phone coverage, printing, etc.
- Work closely with Business Manager on maintaining key documents including organizational charts and background materials. Ability to take succinct minutes and replay key takeaway and themes from senior meetings.
- Coordinate and organize senior meetings, draft communications and presentations including agenda setting, material preparation and distribution, coordination of guest speakers, and logistics.
- Provide site support for local office requirements including phone coverage, assistance with new hire integration, facilities maintenance, supplies, floor access, presence at local events, greeting clients and guests and escorting them throughout the location, food orders/set up and takedown of conference rooms, ensuring superior client service at all times
- Plan and lead events, as needed
Required qualifications, capabilities, and skills:
- 5+ years of administrative experience
- Strong personal leadership, ability to work independently and effectively in a demanding, changing environment
- Exceptional travel planning skills and knowledge
- Detailed and strong organizational skills
- Demonstrated ability to plan complex and large events
- Background in a client facing sales and financial services environment
- Exceptional interpersonal, presentation and communication skills
- Fluency in all Microsoft office products
***Note: this role requires five days in the office (Mon-Fri) and does not support Hybrid options.
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