Executive Assistant

Summit, NJ 07901

Post Date: 02/06/2018 Job ID: 8011 Industry: Admin Pay Rate: $60,000.00 - $65,000.00

SUMMARY

The Executive Assistant is expected to provide broad, administrative support to 2 Partners, in order to help organize and leverage their time effectively. This position entails heavy calendaring, extensive (domestic and international) travel arrangements, time and expense reporting, and a variety of other tasks, all performed under very tight deadlines.



RESPONSIBILITIES

  • Heavy calendar management create and manage calendars for both internal and client meetings. This involves an understanding of time zones and how they affect the calendaring process, independent problem solving, and the ability to deal with ambiguity, all under very tight time constraints.



  • Complex domestic and international travel management - provide heavy international and domestic travel support by coordinating itineraries and booking all aspects of travel arrangements. This involves a deep knowledge of passport and visa policies/processes, and the ability to operate on a global level.



  • Manage all communications respond to all correspondence and requests that do not require the personal attention of a Partner. This includes making informed decisions and judgements on behalf of Partners.



  • Manage all routine administrative tasks process time and expense reports, medical claims, personnel-related tasks, accounting administration, and provide occasional personal assistance, as requested. This also includes assisting Partners with external obligations (e.G., external board memberships and planning), as well as supporting Partners as they participate on office/Firm initiatives and events.



  • Back-up support provide seamless back-up coverage during Executive Assistant colleague planned and unplanned absences, when relief assistance is unavailable.



  • Provide the complete service line of Executive Assistant support to 1-2 additional Partners, while simultaneously performing one s own role.



  • When receiving back-up support, fostering a shared sense of ownership and teamwork. This includes the thoughtful and effective transition of pending items, priorities, and general workings of a Partner desk from one assistant to another, both before and after coverage periods.



  • Participate as an active and integral part of the New Jersey Office s Administrative Support Services Team, and as part of the broader New Jersey Office.



  • Participate (and sometimes lead) department and/or office initiatives.



  • Support others in working together and inspiring a "one team" culture; giving and receiving feedback as necessary



  • Build a shared sense of purpose across the Executive Assistant Team delivering the best results for our office, clients, and the Firm





REQUIREMENTS



  • Bachelor s degree preferred



  • 3 to 5 years of administrative assistant experience in a corporate or professional environment working for senior-level management



  • Ability to prioritize and manage multiple tasks, excellent customer service attitude and strong ability to build and cultivate client relationships



  • Professional communication skills, both oral and written, strong interpersonal skills and a proactive approach,



  • Strong organizational ability, flexibility (e.G., performing personal work, assisting others with requests, being able to re-prioritize work, adjusting to changing desk assignments, etc.),



  • Ability to perform well under pressure, proper handling of confidential information, strong work ethic, willingness to work overtime



  • Experience with reading financial statements



  • Knowledge and experience with electronic calendar, and e-mail programs (Lotus Notes preferred), Windows XP, Microsoft Office XP, familiarity with PowerPoint, Excel, and internet searches preferred





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